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Supplier Certificate of Analysis Delays

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Posted 03 November 2016 - 10:43 PM

Hi All,

How do you handle Certificate of Analysis sent by supplier for all ingredients received?


The expectation is to have the C of A prior to shipment (email sent) or be delivered along with the shipment (hard copy).


It has been a challenge for us, even with multiple communications to all suppliers, letter/agreement signed, we are still seeing COA not sent with deliveries.

Multiple follow ups, tracking... still happening.

There are a few repeat offenders, but with the amount of suppliers we have, we know this will keep coming up and may be different suppliers each month.


We have requested corrective actions from a couple of main offenders, but aside from that, what other actions can be taken?




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Posted 04 November 2016 - 07:55 PM

Hello, Jtang,


If you could advise more info on what products you buy and make, it may be useful for others with specific background to assist you. 


We find COAs to be challenging process but can say it has steadily improved over the past few years as suppliers are dealing with more than one customer requesting this info and start to come on board.


We are currently revamping our Supplier Approval program to include performance tracking which would include COAs delivery.  

Three options we are looking at: 

1.  The 3x not meeting our need for COAs prior/with shipment will move you to probation (no purchasing, until corrective action advised and put in action)

2.  We test a suppliers product ourselves to see if it meets their own specifications  (something we do not currently do but intend to add anyway as spot checks as a future improvement.  For now, COAs are all we have)

3.  You stop doing business with the supplier (for consideration, have a backup supplier already in place).  Should they wish to be reinstated they would need to go through the Supplier Approval process anew.


Of course, these are possible scenarios we are considering, but we have not tested to fully know the impact.



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Posted 05 November 2016 - 04:53 PM

One of our clients used a nifty idea - they simply called the sales contact at the offending suppliers and told them to stop shipping product to them. The sales departments contacted the supplier heads and told them and the supplier heads went after the ones responsible. They now get what they want.

All the Best,


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Without Prejudice,

Glenn Oster.

The Business of Food CONSULTANT

ceo - Glenn Oster Consulting, LLC

ceo - Goodstart Coastal Enterprises, LLC

ceo - VikingStone, LLC

Partner - Lighthouse Health & Wellness, PMA


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Posted 14 November 2016 - 08:29 PM

Thank you for the suggestions so far.

It is good to hear how others handle similar challenges.


Has anyone encountered this for a major supplier and stop getting supplies from them is not an option, and is not a risk that operations would take?

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