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Vendor Performance Scorecard Worksheet for Distributors

A vendor scorecard replaces opinions with counts. If purchasing can show that a vendor delivered 77 percent of lines on time, the conversation about price, lead time or replacement changes quickly.

Download:

On time	Complete	Accurate	Weighted score
93.9%	95.8%	98.1%	95.514
77.1%	84.4%	93.8%	83.3333
91.4%	87.1%	97.1%	90.8571
95.2%	96.8%	98.4%	96.5079

Total lines

513

Average score

91.5531

Overall on-time rate

90.3%

Weights are 40 percent on time, 40 percent complete, 20 percent accurate. Change them to match your priorities by editing the exported Excel file. Measure against the promise date confirmed by the vendor.

Vendor scorecard from live ERP data

An optional review of producing this scorecard from receipts without manual counting.

Optional. The tool and every export work without this. No spam.

How to use the worksheet

For each vendor, count the PO lines received in the review period, how many arrived by the promise date, how many arrived complete, and how many had no item, label or paperwork error. Enter the counts. The worksheet computes the three percentages and a weighted score. Record a decision for each vendor and export to Excel for the vendor review meeting.

Use line counts, not PO counts
Review monthly or quarterly with the same dates
Measure against the confirmed promise date
Compare vendors within the same category

The metrics

On time is lines received by the promise date divided by lines received. Complete is lines received in full divided by lines received, a line-level fill rate from the vendor. Accurate is the share with no mistakes. Together on time and complete resemble the on-time-in-full measure used across supply chains. The weights of 40, 40 and 20 are a starting choice, put more weight on complete for critical stock lines.

Reading the example

Gulf Coast Hydraulics scores 77 percent on time and 84 percent complete, giving a weighted score of roughly 82. That is well below Midland at about 96. A score alone does not decide anything: a vendor with a unique product may stay a preferred source with a corrective action plan, while a commodity vendor with a similar score is easy to replace.

Common mistakes

Measuring against the original requested date instead of the confirmed one, mixing stock replenishment with special orders, and giving vendors no feedback. Share the scorecard with the vendor, set a threshold for corrective action, and re-measure after the next period.

Frequently Asked Questions

Where do I get the line counts?

From your purchase order receipt history. Count lines received in the period, compare receipt date to promise date and received quantity to ordered quantity. A receipts report exported from the ERP usually has these fields.

What is a good on-time rate?

Targets differ by industry, but distributors commonly aim for the mid-90s for preferred vendors. Set targets with your buyers and be realistic about lead-time variance from long supply chains.

Should price be in the scorecard?

It can be, but price and service answer different questions. Keep service metrics here and track purchase price variance separately so a cheap but unreliable vendor is visible rather than hidden in a blended score.

Can I change the weights?

The weights are in the formula for the score column. Export to Excel and edit them there if you want a different balance, for example 50-30-20 for stock lines.

If vendor receipts and PO promise dates already live in your ERP, we can discuss producing this scorecard automatically as a read-only report.

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