Separate forecast from commitment
Identify each approved code, expected demand and receiving location. State which quantities are estimates and which obligations have actually been agreed. Do not infer supplier stock or a permanent delivery promise from an annual consumption forecast.
Ask how pricing, order confirmation and schedule changes are handled for the proposed arrangement. A previous delivery provides experience but cannot establish the timing or availability of the next release.
Give each release a complete identity
State code, quantity, package, destination and requested date for every call-off. Ask for a matching confirmation with the accepted commercial scope. Same as last time can hide a changed specification, unloading limit or receiving plant.
Retain a current document list and lot evidence for the actual shipment. Multiple deliveries under one agreement still need identifiable acceptance records. Keep requested and confirmed dates distinct rather than silently selecting the more convenient one.
Review demand and storage together
Compare usable inventory with measured consumption and suitable storage space. A larger release may reduce order frequency but leave material exposed or unused after a process change. Use the exact grade’s storage instructions rather than a generic shelf-life assumption.
Use the replenishment calculation and partial-delivery planning to revise releases. If another grade is offered during a shortage, apply technical review before dispatch. A supply schedule does not make an untested substitute acceptable.
Keep these purchase records
| Decision | Evidence to retain |
|---|---|
| Demand status | Forecast, firm quantity and planning assumptions remain distinguishable. |
| Release instruction | Current code, package, destination and accepted schedule identify each shipment. |
| Adjustment | Consumption and storage evidence support changes without bypassing grade approval. |