Step 01
Signals captured at GRN
GRN date vs PO promised date drives on-time. Rejected qty vs received qty drives quality. Both captured automatically at GRN.
Vendor Management | Vendor Performance Tracking
Vendor performance tracked over time. Alternates surfaced when scores decline.
On-time delivery rate (GRN date vs PO promised date). Quality acceptance rate (rejected qty vs received qty). Average payment cycle (your timing on their bills). Per vendor, over time. When a vendor's score declines, alternates from your catalog surface so procurement can act before the relationship becomes a single point of failure.
How it works
From PO and GRN to performance score.
Step 02
Scores aggregated monthly
Per-vendor scores update monthly with rolling 12-month averages. Trend visible on the vendor record.
Step 03
Alternates surfaced
When a vendor's composite score declines below threshold, alternates from your catalog (other approved vendors for the same item or category) surface for procurement review.
Step 04
Annual review feed
Performance data feeds annual vendor reviews (a manual SOP at most companies). The data is on the screen; the review is a meeting, not a spreadsheet exercise.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| On-time delivery | PO promised date + GRN date | On-time % per vendor over time |
| Quality acceptance | Received qty + rejected qty | Quality acceptance % per vendor |
| Payment cycle | Bill date + payment date | Average days-to-pay per vendor |
| Composite performance score | Three components + weights | Score with trend |
| Alternate surfacing | Score decline + item / category | Alternate vendors from catalog |
| Annual review pack | Per-vendor 12-month data | Auto-drafted review pack |
-
On-time delivery
- Input
- PO promised date + GRN date
- Output
- On-time % per vendor over time
-
Quality acceptance
- Input
- Received qty + rejected qty
- Output
- Quality acceptance % per vendor
-
Payment cycle
- Input
- Bill date + payment date
- Output
- Average days-to-pay per vendor
-
Composite performance score
- Input
- Three components + weights
- Output
- Score with trend
-
Alternate surfacing
- Input
- Score decline + item / category
- Output
- Alternate vendors from catalog
-
Annual review pack
- Input
- Per-vendor 12-month data
- Output
- Auto-drafted review pack
Compliance + integrations
Performance data with the audit trail.
GRN-driven signals. No manual scoring. The audit trail captures every signal and every score.
Regulations we work within
-
Rule 11(g), Companies Act
Performance score history captured.
Connects to
- Procurement (PO + GRN) Native signal source
- Quality module Rejection capture from QC
Vendor Performance Tracking FAQ
What buyers ask.
How do we count partial deliveries?
Partial deliveries against an open PO score per delivery line. The on-time % is computed at the line level, then aggregated. Vendor delivering 80% on time on day 1 and 20% on day 5 scores 80% on-time.
How is quality captured if we don't have a formal QC process?
Where there's no formal QC, GRN rejections (recorded at receipt) drive the quality signal. For services, customer complaints or service-level metrics can be the input. Configurable per category.
How do alternates get surfaced?
When a vendor's score declines below threshold (configurable, default 70/100), the system surfaces other approved vendors for the same item or category. Surfaced based on their performance, capacity (where tracked) and rate.
Can we exclude force majeure events from the score?
Yes. Procurement can mark specific orders as force majeure (delays caused by natural events, regulatory hold-ups, etc.). These exclude from the score with reason captured. The override is in the audit trail.
See your top vendors' performance scores tonight.
Connect your PO and GRN data, free. The on-time, quality and payment cycle scores compute by morning. The bottom-decile vendors surface with their alternates.