3 replies to this topic

[kconf]

Hi guys,

Just curious - how do you all manage your suppliers' regulatory docs? How do you know when you need to reach out to them for updates?

 

Currently I just go through each vendor folder and look for exp dates as a way to manage. When needed, I might add to google calendar for next reminder. Is this still accepted as long as I keep them current?

[Esoto728]

Our ERP system is unable to hold documents for us. We currently use a live excel sheet called supplier tracker. Has key areas which we update with suppliers information. See attached example

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[ChristinaK]

Our ERP system is unable to hold documents for us. We currently use a live excel sheet called supplier tracker. Has key areas which we update with suppliers information. See attached example

 

Currently doing something very similar. For each supplier, I have a hyperlink in Excel that opens up their file folder on our shared drive. Then I used conditional formatting and a few formulas to highlight cells according to dates. Green=Current, Yellow=Request Updated Document (30-60 days until expiry), Orange=Current Document Outdated (30-90 days past), Red=Outdated Document (90+ days past). The "expiry" time varies depending on the document type. 

[jfrey123]

I track my supplier's forms in an Excel spreadsheet.  I have a column for each form, and fill the cells with the date on the form.  I have conditional formatting setup to highlight the cells yellow when the date in that cell is 6 months away from three years old, and then dark orange when it is past three years (we have a triennial requirement to resubmit all our vendor forms for updates).  Items like the COI or GFSI cert that expires each year gets a different conditional format to use.

 

I'm sure there are better ways, but at least I can review my many suppliers at a glance and then go digging into the folders if I need something.  Also helps to prove to an auditor that I've reviewed the files, as I have to open them to get the printed/written date to place on my spreadsheet.