Approved Supplier List (ASL) Template
An approved supplier list (ASL, also called AVL or qualified vendor list) is the controlled record of who is allowed to supply what. Quality standards such as ISO 9001, IATF 16949 and AS9100 expect you to evaluate, select and monitor external providers, and the list is where that evidence lives.
| Supplier | Commodity or process | Status | Approval basis | Certification | Cert expiry | Last audit | Rating (0-100) | |
|---|---|---|---|---|---|---|---|---|
Keep one row per supplier and commodity or process, because approval is usually specific to what the supplier makes for you. Review dates monthly so expiring certificates are caught before the next purchase order.
Check ERP orders against your approved list
Optional: we can outline how to flag purchase orders placed with expired or unapproved suppliers from ERP data.
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How to use the template
Start from the pre-filled example rows, overwrite them with your suppliers, and add or delete rows as needed. Record one line per supplier and commodity or process, because a company approved for machining may not be approved for plating. Choose the status and approval basis from the dropdowns, and record certificate expiry and last audit dates so you can sort and filter in Excel after export.
- Approved: fully qualified for the listed scope
- Conditional: approved with an open action plan
- Probation: reduced volumes or extra inspection until performance improves
- Disqualified: blocked from new orders
What a good ASL contains
At minimum record the legal name, the scope of approval, how the approval was earned, relevant certifications with expiry dates, the date of the last evaluation and a current performance rating. Add the owner in purchasing or quality, special process approvals such as Nadcap where applicable, and any customer directed source flags. Control the list as a document with a revision date and an approver, so an auditor can see who changed it and when.
Common mistakes
The most frequent failure is a list that is approved once and never maintained: expired certificates, suppliers nobody has bought from in three years, and buyers placing orders with unlisted vendors. Another is approving by company instead of by scope. Buyers also bypass the list when the ERP does not enforce it, so match the list to a vendor status or approved source list in your system and review exceptions regularly.
Linking the list to your ERP
Most ERPs can enforce an approved source: for example source lists and vendor blocks in SAP, approved supplier lists in Oracle, or vendor status fields in SyteLine and Epicor. Use this worksheet as the controlled master and keep the ERP flag aligned. Where you buy from customer-directed sources, record that basis explicitly rather than listing the supplier as audited.
Frequently Asked Questions
What is the difference between an ASL and an AVL?
They are the same idea. Approved supplier list is the common term in quality systems, approved vendor list is common in purchasing and electronics. Both record who is qualified to supply specified items, often with the scope of that approval.
How often should the approved supplier list be reviewed?
Review certificate expiry and status at least monthly or quarterly, and run a full evaluation of each supplier on a risk-based schedule, typically annually for critical suppliers. Update the list immediately after a failed audit or serious escape.
Do I need an ASL for ISO 9001?
ISO 9001 requires criteria for evaluation, selection, monitoring and re-evaluation of external providers, with documented evidence. It does not mandate a specific format, but an approved supplier list is the standard way to show that evidence.
Can one supplier have several rows?
Yes, and it is often the right approach. If a supplier is approved for machining but still on probation for plating, record separate rows so buyers and receiving know exactly which scope is released.
If your approved status lives in spreadsheets while buyers work in the ERP, Netray can help compare the two and flag orders placed with unapproved or expired suppliers.
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