Independent Distributor and Broker Purchase Approval Form
Buying from a broker is sometimes the only way to keep a line running, but it is also where most counterfeit risk enters. This form forces the question: is it needed, is it allowed and how will the parts be verified before they reach the board.
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Independent Distributor Purchase Approval Form Template
Independent Distributor Purchase Approval
Company: Acme Electronics Ltd Request number: IDB-2026-031 Date: 2026-10-20
Part and source
Part: XC7A35T-1CPG236C Manufacturer: AMD Xilinx Quantity: 400 Proposed source: Example Brokerage LLC Quoted unit price: $42.00 Franchised or manufacturer option: $31.50, 38 weeks
Justification
Line down in 3 weeks without parts. Franchised channel has no stock and quoted lead time exceeds the customer ship date.
Risk and controls
Risk level: High
Planned verification: 100 percent external visual, sample-based marking permanency and X-ray, electrical sample test on 25 pieces, traceability documents from supplier.
Pre-purchase checks
| Check | Done | Date | Initials |
|---|---|---|---|
| Customer or contract permits non-franchised sourcing | |||
| Supplier on approved or evaluated list | |||
| Original manufacturer traceability requested | |||
| Return and testing terms agreed in the PO | |||
| Engineering confirms alternates not available | |||
| Incoming test plan defined |
Starting point only, not legal advice. Your contract, customer flowdowns (for example DFARS 252.246-7007 and 7008 for covered defense electronics), and counterfeit avoidance procedure may impose stricter requirements. Check them before purchase.
Track brokered buys in your ERP
Optional: see how approvals and test results can attach to purchase orders.
Optional. The tool and every export work without this. No spam.
How to use it
Create one request per part and source. Record the quoted price next to the franchised price and lead time, which shows the premium you are paying and the reason. Write the business need plainly, define the verification plan before purchase and set the risk level. Work through the pre-purchase checks and collect the signatures. Export to PDF and file it with the purchase order so the decision is available at audit or after an incident.
- Check customer flowdowns before contacting a broker
- Ask for original manufacturer documentation, not only a CoC
- Agree test and return terms in the purchase order text
- Quarantine the lot until testing is complete
Why the gate exists
Counterfeit and substandard electronic parts are a recognised supply chain risk, particularly for obsolete or allocated parts. Industry standards such as SAE AS5553 for counterfeit avoidance and AS6081 for distributors describe controls, and defense contracts may flow down specific rules. A formal approval step makes sure the buyer is not the only person deciding to take that risk, and that testing is funded before the parts arrive.
Choosing the verification plan
The level of testing should match the risk. A low-risk passive may need a visual and a sample electrical check, while a programmable device in a critical application may justify X-ray, decapsulation and functional test at an independent lab. Where possible agree the test on receipt of sample before buying the full lot. Record lab names and report numbers so results are traceable.
Common mistakes
Mistakes include approving after the order is already placed, relying on the broker's own test report, skipping the check of whether the franchised option could meet the date with a partial shipment, and not recording the result of the verification. Also consider whether the part should be moved to last time buy planning to avoid repeat brokered purchases.
Frequently Asked Questions
When is buying from a broker acceptable?
When your contract and customer allow it, authorized channels cannot supply in time, and you can verify the parts at a level that fits the risk. Many programs also require customer notification or approval first.
Is a certificate of conformance enough?
A CoC from a broker is not proof of authenticity. Ask for traceability back to the original manufacturer or authorized distributor, and verify the parts by inspection and test.
Who should approve the request?
Quality and engineering at minimum, plus management who owns the cost and schedule. For defense or medical programs, add the program or compliance lead.
Should the lot be tested before payment?
Where the broker agrees, use a sample-first approach or payment terms tied to passing test. At minimum, include a right of return for failed lots in the purchase order.
Netray can help flag brokered purchases in your ERP and match them to their approvals and test results, so the file is complete when someone asks.
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