Purchase Order Quality Clauses

Jcornett344

Starting to get Involved
#1
Hey guys.

I'm still getting the hang of all things quality manager in my new position.

I have a question regarding purchase order quality clauses, specifically how to assign and whether every single purchase order requires clauses to be added to them.

Our PO clauses were already written and assigned to the already approved vendors upon me taking this position. My problem is figuring out how to properly delegate these clauses to each individual newly approved vendor. I also want to know if it is necessary to AS9100 to delegate at least one clause to every supplier or not.

Thanks guys. You haven't let me down yet.
 
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normzone

Trusted Information Resource
#2
I am not yet qualified to speak re AS9100, but I cannot resist the opportunity to opine - I'll keep it brief.

For a longer look at the subject, see my ongoing thread here:

https://elsmar.com/Forums/quality-m...s-conditions.html?highlight=interesting+terms

I don't know what you inherited, but here's some things to audit for as you start.

1) How many possible templates can purchasing access to provide P.O.s to suppliers in? Some of those may have different T&C called out in them.

2) Does your system allow buyers to save as, then cut and paste info between P.O.s? Then some of 1) may migrate around unintentionally.

3) Some P.O.s call it all out in the P.O. itself, and others also reference additional documents. Often nobody has read all these requirements, and there may be surprises.​
In general, ensure that everything appropriate is specified, and that everything specified is appropriate.

We make computer gear, and I routinely receive aircraft engine repair specs as parts of P.O.s, as well as nuclear reactor and other N/A language.

Many contracts contain language stating that in the event of conflicts between the product specification, the body of the P.O., the terms and conditions referenced and any other documents, which will take precedence. Your mileage may vary.

I doubt AS9100 (unqualified opinion) requires you to assign a clause to each supplier. But you should have a location for all your general requirements, usually accessible on the web, and something in the P.O. should point to that.

Customers and other auditors will ask if you have audited your suppliers, to confirm that they are aware of and following these conditions.

Good luck, have fun, contact me if you want specific counsel on an issue.
 

Michael_M

Trusted Information Resource
#3
The rule I work under for Quality Clauses:

Does the vendor effect the final part? These are the vendors I apply quality clauses to. I then break down the vendors into groups. For example, I have a standard group of quality clauses that apply to a raw materials vendor. The purchasing agent can (within limited ability) remove specific clauses. In this case, they can remove the requirements for DFARs or Domestic depending on for what part they are buying the material for.
I then have a different template for outside processing, some of the clauses are the same between raw stock and outside processing (right of entry), but some, DFARs or Domestic Raw stock for example, are not part of the template for outside processing.

I do not put quality clauses for vendors that do not effect the final part, as an absurd example: Toilet paper. You (your company) would have to define what vendors affect the final part.
 

Eredhel

Quality Manager
#4
We flow down what we feel is relevant information to them but also include a Terms & Condition reference to our website. The website section is where we keep the phone book of copy/pasted information requirements that don't apply. If we included every non applicable thing that was thrown out for flowdown our PO could easily reach 20 - 50 pages on every single job. Even for something as simple as zinc phosphate.
 

Mike S.

Happy to be Alive
Trusted Information Resource
#5
It is not necessary per AS9100 to delegate at least one clause to every supplier.

That said, because of the way we flow down requirements, every PO for something that affects our products gets at least 1 or more PO codes, depending on what we are buying and who the end customer is.

We determine the clauses required by product and customer requirements, not be vendor. For example, raw material for one customer may not have a specialty metals requirement, so a PO for steel for that customer may not get a specialty metals PO code, but a PO for a different customer for the same steel from the same vendor may get such a code.
 

dsanabria

Quite Involved in Discussions
#6
Hey guys.

I'm still getting the hang of all things quality manager in my new position.

I have a question regarding purchase order quality clauses, specifically how to assign and whether every single purchase order requires clauses to be added to them.

Our PO clauses were already written and assigned to the already approved vendors upon me taking this position. My problem is figuring out how to properly delegate these clauses to each individual newly approved vendor. I also want to know if it is necessary to AS9100 to delegate at least one clause to every supplier or not.

Thanks guys. You haven't let me down yet.
1. This is defined at contract review based on your customers

2. On my website I have one document called terms and condition.

The first part is for general customers.

The second half is for "AS9100 customers only" and copy paste 8.4.3.
and make applicable adjustment for record retention on PO.

Note: Let the suppliers take exception with justification.
 
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