Supplier Documentation - Renewal Frequency
I tend to send out a supplier questionnaire annually (usually within a month of our BRC audit!) and just ask they send updated documentation if it has changed. Some of the data sheets are several years old, but nothing's changed. Certificates are needed annually of course.
It might be worth just sending an email annually asking them if anything has changed. Their response can be filed to show an auditor.
Hi there,
SQF Guidance states:
The approved supplier program shall be reviewed at least annually (refer 2.1.4.3) or more frequently, based on supplier performance.
I would do as per Rosemary has suggested if you are not concerned about the supplier. If you have confirmation in writing from the supplier that the previous information applies and you have reviewed this then there shouldn't be any issues.
Regards,
Tony
Well i think it all depends on what you have stated in your supplier approval program. The certificates have to be renewed immediately they expire. The letter of guarantee should state that the supplier has to inform you if there are any changes in the product specification and this is also applicable to the allergen declaration and GMO statement.
We complete a form each year to evaluate our suppliers based on criteria such as product quality, documentation, product availability, price evolution, history of relation etc. This form is what we present to the auditor.
Hi QAMgr,
IMEX (not SQF), it helps to lever yr request somewhat. IMO annually is the maximum interval, regardless of theoretical considerations / supplier moans.
I have always included phrases like -
"in order to maintain use of my current Approved Suppliers, I am required to annually provide XYZ Authorities with confirmation of the following information using Company Headed NotePaper and signed by "Mr Boss"
"I enclose a sample completed format for your convenience."
Blah,blah,blah
Thank you all for the feedback! All very good points/ideas. Just to clarify, I do require all of my suppliers to give me updated Certs of Insurance, 3rd party audit certs, Kosher certs/ halal certs, etc. every year ( even if they fight me on it or not) since they expire. Specifically I was referring to documents that may not change year after year ( Spec sheets, SDSs, Nutritional info, COO,allergen,etc.) It sounds like if I just confirm with them via email that those docs have not changed, and then keep the email on file, that I will be ok with the auditor. Thanks everyone for the info!
I've never quite understood why suppliers "fight back" with their customers over what should be the most basic of requests. Frankly, it is usually an indicator (to me at least) of an organization that is at least a little disorganized and pretty much automatically raises concerns. I've always requested documentation annually as well as whenever any changes take place - we are spending a lot of money purchasing from <your company here>, pretty much the least you can do is send me a couple of documents.
My Supplier Approval Policy states that in addition to the annual certificate updates, ALL tier 1 suppliers (materials with direct food-contact) must go through the re-approval process at least annually; Tier 2 suppliers every 2 years; Tier 3 suppliers every 3 years.
I got a minor last year for having one Letter of Guarantee that was 6 years old. Auditor said that was too long, but I could not get specifics on how often they need replacing. Reviewing needs to be annually
Every year. Those that push-back.... never again.
I'm now in my 3rd month with a company that has never had a QA Manager before (they buy and sell dairy powders and contract everything out) so they have never submitted a self audit to a supplier before and I am now having massive issues getting this document completed by the supplier, especially the bigger ones, as they've always been an easy customer and now we're not. As it is I'm sending weekly emails to get the documentation back. And then I'm going to hit them all up again next April :spoton:
I've never quite understood why suppliers "fight back" with their customers over what should be the most basic of requests. Frankly, it is usually an indicator (to me at least) of an organization that is at least a little disorganized and pretty much automatically raises concerns. I've always requested documentation annually as well as whenever any changes take place - we are spending a lot of money purchasing from <your company here>, pretty much the least you can do is send me a couple of documents.
I agree completely. If you have your system organised properly all you need to do is attach these docs to an email, it's shouldn't be difficult.
I'm now in my 3rd month with a company that has never had a QA Manager before (they buy and sell dairy powders and contract everything out) so they have never submitted a self audit to a supplier before and I am now having massive issues getting this document completed by the supplier, especially the bigger ones, as they've always been an easy customer and now we're not. As it is I'm sending weekly emails to get the documentation back. And then I'm going to hit them all up again next April :spoton:
I agree completely. If you have your system organised properly all you need to do is attach these docs to an email, it's shouldn't be difficult.
IMEX, it's often because no-one wants to sign their name for what they know is an "approximation" to the reality.
IMEX, it's often because no-one wants to sign their name for what they know is an "approximation" to the reality.
Possibly, but IMEX more likely that they have higher priorities and limited resources........
Regards,
Tony
Possibly, but IMEX more likely that they have higher priorities and limited resources........
Regards,
Tony
I do agree with this, but at the same time if it's a simple tick and flick style audit which the majority these days are then it really is only a 5-10 minute job. Better to knock it in the head and get it done then put it off and off and off and piss off your customer. But that's just my opinion :shades:
Possibly, but IMEX more likely that they have higher priorities and limited resources........
Regards,
Tony
I do agree with this, but at the same time if it's a simple tick and flick style audit which the majority these days are then it really is only a 5-10 minute job. Better to knock it in the head and get it done then put it off and off and off and piss off your customer. But that's just my opinion :shades:
Sure, I wasn't trying to excuse it, keeping customers happy is number 1 priority.
I've been a situation where I had several hundred customers and so rather than completing several hundred sets of forms each year I used to send them a 'standard letter', the latest certification report and an updated specification which contained all the information normally requested.
Regards,
Tony
Sure, I wasn't trying to excuse it, keeping customers happy is number 1 priority.
I've been a situation where I had several hundred customers and so rather than completing several hundred sets of forms each year I used to send them a 'standard letter', the latest certification report and an updated specification which contained all the information normally requested.
Regards,
Tony
That's a really good idea, I think I might look at something like after I'm more settled in the role. It would be a great time saver.