Nadcap Special Process Supplier Approval Tracker (Excel Export)
AS9100 clause 8.4 expects you to control external providers, and special process suppliers carry the most audit risk. This tracker keeps approvals, scope, expiry and reject history in one list you can export to Excel for the auditor.
| Supplier | Special process | Approval type | Process spec in scope | Approval expiry | Days left (enter) | Lots shipped, 12 months | Lots rejected | Reject rate | |
|---|---|---|---|---|---|---|---|---|---|
2.1% | |||||||||
0% | |||||||||
4.8% | |||||||||
16.7% |
Sort by days left each month and open a review for any supplier under 90 days. Verify scope against the current Nadcap or prime approval listing, not a supplier-supplied copy.
Block lapsed suppliers in your ERP
Optional: talk through syncing approval expiry into purchasing so expired suppliers cannot receive orders.
Optional. The tool and every export work without this. No spam.
How to use the tracker
Add one row per supplier and process pair. Record the approval type, the specifications covered by their scope, and the expiry date. Update the days-left column when you review the list, then sort to bring the nearest expiry to the top. Enter lots shipped and rejected from your receiving data so the reject rate shows which approved suppliers still perform poorly.
- Separate rows for each process a supplier performs
- Record the exact spec and revision in scope
- Review monthly and before each purchase order release
- Export to Excel for audit evidence
Why approval is not enough
A valid Nadcap certificate shows a supplier passed an audit for a defined scope on a defined date. It does not guarantee every lot is good. Pairing approval status with your own reject rate gives a more honest view. A supplier at three percent rejects with a valid approval still deserves a corrective action request.
Reading the summary
The overall reject rate is total rejected lots divided by total lots shipped across all suppliers. The soonest expiry total shows the supplier you must act on first. If a supplier shows Pending, treat it as not approved until written evidence arrives, and block purchase orders for that process in your ERP approved vendor setup.
Common mistakes
Teams often track the supplier but not the scope, so a supplier approved for anodize gets chromate conversion work it is not qualified for. Others forget sub-tier processes performed by the supplier's own subcontractors. Check the scope line against each purchase order and require the supplier to flow down approval requirements.
Frequently Asked Questions
Is Nadcap required for every special process?
No. Nadcap accreditation is common and often mandated by primes, but some customers accept their own direct approval or audit. Your purchase order flow-downs state what is required, so check them for each program.
How often should I review approvals?
Review at least monthly and before issuing orders. Many teams use a 90 day warning window so renewals or alternate sources can be arranged before an expiry creates a stock-out.
What should the reject rate threshold be?
There is no universal number. Set a limit in your supplier performance procedure, such as a fixed percent of lots, and trigger corrective action when a supplier exceeds it over a rolling period.
Can I import my existing list?
You can paste or retype rows into the editable table and export back to Excel. Keep your ERP vendor master as the source of record.
If your approved vendor list lives in the ERP, we can help sync approvals and expiry dates so purchasing is blocked automatically when an approval lapses.
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