Free document template
Approved Vendor Register (ทะเบียนผู้ขาย)
A vendor register is the list of suppliers your organization has decided it may buy from: who they are, what they are approved to supply, how they scored last time, and whether they are approved, conditional or suspended today. The free Excel file below carries the register and the issue log that keeps it honest. No signup and no email required.
Bilingual Thai and English, landscape A4. Two working sheets: the vendor register (one row per vendor, with tax ID, approved goods or services, contact, credit terms, registration date, latest evaluation result and a three-state status) and an issue log (one row per problem, referenced to its PO or goods-receipt number), each with a worked example row. Free to use and adapt.
What a vendor register is
An approved vendor register (ทะเบียนผู้ขาย) is the purchasing department’s account of who the organization may buy from. One row per vendor records the identity (name and tax ID), the scope of approval (what you buy from them), the working facts (contact, credit terms), and the verdict: the latest evaluation result and the current status. It answers the question every new purchase starts with: is this supplier approved, and for what?
A current register is what quality systems expect purchasing to run on. ISO 9001-family systems ask that external providers be selected against criteria, monitored and re-evaluated, and a register with statuses and evaluation dates is the record that shows it happening. An audit that starts from an undated supplier list rarely improves from there.
Register vs issue log: keep them separate
The template holds two sheets because these are two different records:
| Vendor register (ทะเบียน) | Issue log (บันทึกปัญหา) | |
|---|---|---|
| One row per | Vendor | Problem |
| Answers | May we buy from them, and what? | What went wrong, and was it fixed? |
| Written | On approval, and at each evaluation | The day a problem happens |
| Key columns | Tax ID, scope, credit terms, status | Issue, PO/GR reference, vendor action |
| Fails when | Statuses go stale after evaluations | Problems live in memory and chat threads |
The issue log is what makes the next evaluation honest: scored without it, every supplier who answered the phone politely gets re-approved. One row per problem, written the day it happens and referenced to its PO or receipt, turns the annual review from recollection into reading.
What to record for every vendor
The register columns, and why each one is there:
Name and tax ID
The identity that survives rebrands and similar names, and the number that must match quotations, invoices and tax documents.
Approved scope
Approved for what, rather than approved in general. A vendor excellent at glassware is unknown at chemicals; the scope column says where the approval ends.
Contact and credit terms
The working facts an order needs: who answers, and what payment terms were agreed. Terms recorded here settle invoice arguments later.
Registered date
When they entered the list, which is also when the first evaluation clock started.
Latest result and date
The register carries the verdict; the evaluation form carries the reasons. Score and date here, the filled form in the file.
Status
Three states: approved, conditional, suspended. A list without states is a phone book, and a suspended vendor still on open orders is a decision, not an accident.
Three habits that keep the register true
- 1
Register before the first PO
A new vendor gets a row, a scope and a starting status before the first purchase order is issued. Conditional first, upgraded after evaluation, is the normal path.
- 2
Log problems the day they happen
Late, short, damaged, missing documents: one row each, referenced to the PO or receipt. A log written at year end holds only what was memorable.
- 3
Update status after every evaluation
The evaluation ends in a decision, and the decision lands here the same day. A register that ignores evaluation results keeps approving everyone.
The register is where evaluations land and orders start
The scores come from the supplier evaluation form, run on a cycle from the receipts and this register’s issue log; new vendors usually enter through a price comparison that names why they were chosen. Both templates are free and pair with this one.
Free supplier evaluation (แบบประเมินผู้ขาย) template·Free price comparison (ใบเปรียบเทียบราคา) template
Common questions
What is an approved vendor register?
The purchasing record of who your organization may buy from: one row per vendor with identity and tax ID, what they are approved to supply, contact and credit terms, the latest evaluation result, and a current status. It is the list a new purchase is checked against before a purchase order is issued.
What should it record for each vendor?
Name and tax ID, the approved goods or services, contact person with phone or email, agreed credit terms, the registration date, the latest evaluation score and its date, the current status, and notes. Problems are recorded separately in the issue log, one row per incident with its PO or receipt reference.
How many statuses should vendors have?
Three cover practice: approved for normal ordering, conditional while something is being watched or a new vendor proves out, and suspended when ordering must stop. What matters is that the status is dated and follows from an evaluation rather than from mood.
How does a new vendor get onto the register?
Before the first purchase order: collect the company details and tax ID, agree terms, and give them a row with a defined scope, usually at conditional status. A trial order received through a goods-receipt form provides the first evidence, and the first evaluation upgrades or removes them.
Is the download really free? Do I need to register?
Yes, it is free, and no. There is no signup and no email form. Download the file, put your company’s name on it, and adapt the columns to your purchasing procedure.
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