The 100 point scorecard template
Score each supplier quarterly on 5 dimensions, 20 points each:
| Dimension | Out of 20 | What to score |
|---|---|---|
| Price competitiveness | 20 | Vs market quotes for top 5 SKUs |
| Fill rate | 20 | % of order quantity received correctly |
| On time delivery | 20 | % of deliveries within agreed window |
| Quality | 20 | Returns + customer complaints traceable to supplier |
| Shortage reliability | 20 | Performance during the last commodity crisis |
How to track each dimension
Price competitiveness
Once a quarter, get quotes from 3 alternate suppliers for your top 5 commodities. Compare your current supplier's average rate to the median quote:
- Within ±3% of median: 20 points
- 3-7% above median: 14 points
- 7-12% above median: 8 points
- 12%+ above median: 0 points (or 5 if they're top on other dimensions)
Fill rate
Compare ordered vs received per delivery. Track at the kg/unit level. ‘Ordered 25kg paneer, received 22kg’ counts even if the supplier promised to send the balance tomorrow.
- 98%+: 20 points
- 94-98%: 14 points
- 90-94%: 8 points
- Below 90%: 0 points (re evaluate the relationship)
On time delivery
Window of ±60 minutes from agreed time. Doesn't include scheduled holidays. Track every delivery.
Quality
Returns to supplier, customer complaints traceable to supplier (e.g. ‘sour paneer in butter masala’, ‘over ripe tomato’), kitchen level reject rate. Subtract points for each documented quality incident.
Shortage reliability
How did they behave during the last commodity crisis? Did they ration to long standing customers or follow the highest bidder? This is qualitative but matters more than the other 80 points combined when it counts.
What to do with the scores
- 85-100; preferred supplier. Keep, negotiate longer payment terms or volume rebates.
- 70-84; solid. Identify the weak dimension and have a conversation. Most issues are operational (timing, fill rate) not structural.
- 55-69; flagged. Onboard a backup; transition some volume.
- Below 55; switch within 90 days unless they fix the worst dimension.
Per category supplier portfolio
| Category | Anchor share | Backup share |
|---|---|---|
| Vegetables (mandi sourced) | 65-75% | 25-35% |
| Proteins (chicken, mutton, fish) | 60-70% | 30-40% |
| Dairy (paneer, ghee, cream) | 70-80% | 20-30% |
| Staples (rice, dal, flour) | 75-85% | 15-25% |
| Spices + specialty | 85-90% one supplier acceptable | Single OK |
| Oil + bulk goods | 70-80% | 20-30% |
| Packaging + disposables | 80-90% | 10-20% |
Anchor gets the best rates; backup stays warm with weekly small orders. Don't let backup share drop below 15%; a cold backup is no backup.
The vendor conversation
Once a quarter, sit down with each top 3 supplier for 30 minutes. Share their scorecard. Most suppliers don't get this data anywhere else and respect operators who run it. Use it to:
- Negotiate volume rebates (3-7% off list for committed volume)
- Extend payment terms (15 → 30 days after 2 quarters at 85+ score)
- Lock seasonal contracts (paneer Nov Feb, sunflower June Aug)
- Forecast their capacity and yours together