ER3 Key Supplier Contractor Register
| File Reference : | ER3 Key Supplier Contractor Register |
Your key suppliers are the ones who could let your own customers down, so that is the list worth keeping. Note what each one is approved to supply, how they are doing and when their insurance runs out. It is simpler than it sounds, and the register reminds you when a review or a renewal is due.
Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format, with a Google Sheets version included, and all text in Calibri font for improved readability.
The register is set up with:
- Status and Rating drop-downs, with approved, probation and suspended as the status options
- Expiry date formatting that turns licence, insurance and certificate dates orange ahead of renewal and red once passed
- Filters to sort the listing by status, rating or supplier
- A continuity risk rating in V2, scored and totalled automatically
alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns,
developed over 25 years through practical use in the real world.
Further guidance on supplier selection and control:
To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This register is also included in every alphaZ toolkit covering ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO 22301 or ISO 42001, including the integrated toolkits, and in the BS EN 1090 Toolkit, so the toolkit route gives you this file plus everything else you need in one download.
If you'd like a hand running the annual supplier reviews, keeping supplier documents in date, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Key Supplier and Contractor Register Template
A key supplier and contractor register template in Microsoft Excel for the suppliers and subcontractors whose goods or services could affect the quality of what you provide. It records each one's approval status and rating, what they are approved to supply, their review details and the expiry dates of their licences, insurances, certificates and memberships. Two versions are included, and a Google Sheets version is supplied.
Clause 8.4 of ISO 9001 asks you to set criteria for evaluating, selecting, monitoring and re-evaluating external providers, and to keep a record of those evaluations. ISO 22301 expects the suppliers your prioritised activities depend on to be understood as part of business continuity planning. The supplier register is where both are shown, and it is one of the records looked at during ISO certification audits when purchasing and supplier control are reviewed.
What's Included in this Key Supplier and Contractor Register
- Approved Suppliers - the main listing. Each supplier or contractor has a status and rating, the products or services they are approved for, comments on the supplier or their service, their location and the annual review details. Pairs of details and expiry columns follow for licences, insurances, certificates and memberships.
- Instructions - how the register works, what makes a supplier a key supplier, the requirements a company should meet to go on the approved list (which you can edit to your own terms), the status and rating lists, and the days ahead setting for the renewal warning.
Supplier issues can be noted against the supplier as they arise, so problems with a supplier are documented and visible to whoever is placing the next order.
Two Versions
- V1 - the standard register, with status, rating, review and expiry details.
- V2 - the same register with a Continuity Risk Rating added. Each supplier is scored for how critical they are, how easily they could be switched and the security risk they carry, and the scores are totalled. A high total points to a supplier that may need a closer continuity appraisal or further control measures. This version suits organisations working to ISO 22301.
Renewal Dates That Flag Themselves
Typing expiry in the grey cell above a date column switches on the formatting for that column. Insurance, licence and certificate dates then turn orange as renewal approaches and red once it has passed, and how many days ahead the warning appears is set once on the Instructions sheet. It is a simple way to make sure a contractor is not on site on a lapsed insurance.
Who Needs a Supplier Register?
Any organisation implementing or maintaining an ISO 9001 quality management system or an integrated system, and any business that relies on subcontractors or specialist suppliers to deliver its own work. It is equally useful for answering tender and customer questionnaires that ask how suppliers and contractors are approved.
Pairs with the Supplier Appraisal Forms
New suppliers and contractors can be assessed before approval on the F-Q9 Supplier and Contractor Appraisal Form, and a supplier's continuity arrangements on the F-Q91 Supplier Continuity Appraisal, which sits naturally with the V2 continuity rating. If you would prefer a different layout, the F-IMS42 Key Suppliers Register is an alternative register for the same job.
We can help you set this up
A day of remote support can be spent setting up this register with your own information, alongside any other documents your management system needs. Tell us what you need and we will plan the day around it.
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