AS9100 Supplier Flowdown Checklist (Free)

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8 critical items still open - these are the highest-risk gaps.

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Product and technical data

Part number and drawing revision are stated on the POCRITICALSpecification numbers and revisions are listedCRITICALSpecial process specifications, classes and types are called outCRITICALConfiguration or effectivity requirements are statedKey characteristics and critical items are identifiedMaterial specification and form are definedPackaging, preservation and marking requirements are given

Approvals and qualification

Required supplier approvals (customer or Nadcap) are namedCRITICALApproved process source requirements are statedPersonnel competence and qualification requirements are includedRequirement to notify of changes to process, location or ownershipRequirement to flow down to sub-tier providersRight of access for the organization, customer and regulators

Quality records and release

Certificate of conformance requirements are statedCRITICALMaterial and process certificates must accompany the shipmentFirst article inspection requirement (AS9102) is statedTest and inspection records to be supplied are listedRecord retention period is definedNotification and approval needed for nonconforming productCRITICALDeviation, waiver and rework approval rules are defined

Counterfeit prevention and integrity

Requirement to buy from original manufacturer or authorized sourceCRITICALCounterfeit parts prevention and reporting expectations are flowed downTraceability back to the manufacturer is requiredAwareness of product safety and ethical behavior is requiredNotification obligation for suspect or escaped product

Regulatory and contract terms

Export control markings and handling (ITAR or EAR) are stated where relevantCRITICALRequired government flowdown clauses are identified by contractsCybersecurity and CUI handling terms are included where relevantDelivery date, quantity and shipping instructions are statedConflict minerals or other reporting requests are included if applicableCustomer proprietary data protection terms are included

Every critical item missing on a PO should be fixed before release. Use legal and contracts review for regulatory clauses; this list is not legal advice.

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How to use the checklist

Walk through the groups for a typical PO or for your standard terms and conditions. Tick each item that is covered and note where it lives, for example PO text, attached quality clauses or a quality agreement. Items marked critical are the ones that cause audit findings or escaped nonconformances most often. Export the ticked list as evidence of your flowdown review.

Why flowdowns matter

Your customer's requirements pass down to you, and you must pass the relevant ones down to the people who make, process or test product for you. An unflowed special process approval requirement, for instance, can lead to parts processed at an unapproved source and a costly rework or escape.

Where flowdown text lives in the ERP

Good practice is to hold standard quality clauses as controlled text blocks in the ERP and attach them by supplier category or part risk. That avoids buyers retyping requirements. Keep a revision history, since the clause version in force at order time may matter later.

Common mistakes

Citing a specification without its revision, relying on a generic terms page that the supplier never acknowledged, and failing to flow to sub-tier providers are typical. Regulatory clauses should be reviewed by your contracts or legal team.

Frequently Asked Questions

Is this the full AS9100 8.4.3 list?

It is a practical interpretation. The licensed standard lists the information to communicate. Add customer and program specific items on top.

Do I need a quality agreement as well as a PO?

Not always, but many organizations use a quality agreement for recurring suppliers and reference it on POs. Either route can satisfy the requirement if requirements are clear.

Which items are mandatory?

Mandatory items depend on the contract and standard. The critical flags show items that commonly drive findings, not a legal definition.

Who should review regulatory clauses?

Contracts or legal staff. Export control and government clauses have legal consequences and should not be improvised by buyers.

We can help check POs against flowdown rules inside your ERP and flag missing clauses before release.

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