When Is It OK to Remove a Defunct Supplier From the AVL/ASL?

GStough

Staff member
Super Moderator
#1
We're in the process of cleaning up our AVL and have come across a few suppliers who are no longer in business. My question is this: When is it acceptable to remove them from the AVL and how should that be done? Our AVL is not a controlled document, and therefore, does not require a change order (change request).

I would think that a memo to file in their supplier files stating that the supplier is no longer in business (including the date they went out of business, product/material once purchased from them and what it was used in/for, and maybe the last lot/batch number/s received) might be sufficient.

Thoughts?

Thanks......:bigwave:
 
Last edited:
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normzone

Trusted Information Resource
#2
I don't know your business nature, but what is the challenge with leaving their status as active? Is there any benefit to updating it? It sounds as though there is at least a minimal cost (time, effort) to updating it.
 

GStough

Staff member
Super Moderator
#3
I don't know your business nature, but what is the challenge with leaving their status as active? Is there any benefit to updating it? It sounds as though there is at least a minimal cost (time, effort) to updating it.
The main concern is that an external auditor may stumble upon them and ask why haven't they been removed and a potential nonconformance would follow.
 

NikkiQSM

Quite Involved in Discussions
#4
We have our system set up to review our AVL twice a year. It is at this time that we determine if a supplier needs to be removed (due to not being in business anymore, or due to us not purchasing from them anymore).

We simply have a tab that lists the former suppliers and reason for removal.
 
#5
I actually leave them on, since it also shows the last time we ordered from them, even if out of business. My reasoning goes back to traceability, as I want to know if researching an issue who may have produced that part or material. If they have gone out of business we must have purchased from another vendor, so those purchase dates become important.
 

Eredhel

Quality Manager
#6
Do different certifications require that kind of traceability? We are certified to ISO 9001 and do not keep paperwork on adding or removing. We have our criteria for keeping or removing a supplier and at the management review meeting we decide. After the meeting I just remove suppliers or add suppliers from the document. I do keep revision letters in the header but I feel like even that is overkill.
 

normzone

Trusted Information Resource
#7
Our AVL was our ERP dbase. Once a supplier went in, tampering with that crossed lines into accounting records. We just left them all in and it was the discretion of the QA / Purchasing folks to cease using one if we chose.

" The main concern is that an external auditor may stumble upon them and ask why haven't they been removed and a potential nonconformance would follow. "

You know your business better than I do, but it's only a nonconformance if there's a requirement that you remove them.
 

NikkiQSM

Quite Involved in Discussions
#8
Do different certifications require that kind of traceability? We are certified to ISO 9001 and do not keep paperwork on adding or removing. We have our criteria for keeping or removing a supplier and at the management review meeting we decide. After the meeting I just remove suppliers or add suppliers from the document. I do keep revision letters in the header but I feel like even that is overkill.
ISO 9001 and ISO 13485 dont require a list at all.

Im not sure about any other standards.
 
I

isoalchemist

#9
I've done it many ways and it all depends on your industry and how much you have to document to keep people happy.

I've changed the marking to unapproved on the AVL with a date and reason. I've also change the tab from approved to unapproved.

I've also written multi-page documents to file to justify the change still using the above methods.

I did have guidance written in with "how to remove a vendor" so it was easy. Again it really depends on your requirements.
 
#10
We have to keep full traceability for 12 years, so yes, some extra work is required. Since we are predominantly rail, you can see why if you have been following the news. Those Amtrak cars can be 30-40 years old before they are retired, sometimes they are completely rebuilt and used another cycle. Rail 'requires' 9001, then adds M-1003 or IRIS on top because 9001 isnt 'good enough'. Luckily we are far enough down the chain not to be bothered much about all that, but it does surface occasionally.
 
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