Free document template
Approved Vendor Register (ทะเบียนผู้ขาย)
An approved vendor register is the list of suppliers your organization may buy from: who they are, what they are approved to supply, their latest evaluation result and their status today. Download the free Excel register below, with an issue log for supplier problems. No signup or email needed.
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.
Need equipment or supplies on this list? Request a quotation for Glassware, Lab supplies, pH meters and Balances
What a vendor register is
An approved vendor register (ทะเบียนผู้ขาย) is the purchasing department’s record of who the organization may buy from. Each row holds the vendor’s 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. A new purchase is checked against it before the purchase order goes out.
ISO 9001-family quality systems ask that external providers be selected against criteria, monitored and re-evaluated. A register with statuses and evaluation dates is the record that shows it.
Register vs issue log: keep them separate
| 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 |
What to record for every vendor
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
What the vendor is approved to supply. Approval for glassware says nothing about chemicals.
Contact and credit terms
Who answers, and the payment terms agreed. Terms recorded here settle invoice disputes later.
Registered date
When the vendor entered the list, which also starts the clock for the first evaluation.
Latest result and date
The score and its date. The filled evaluation form, with the reasons, stays in the file.
Status
Approved, conditional or suspended. Open orders with a suspended vendor need an explicit decision.
Keeping the register current
- Register before the first PO. A new vendor gets a row, a scope and a starting status, usually conditional, before the first purchase order.
- Log problems the day they happen. Late, short, damaged, missing documents: one row each, with the PO or receipt number.
- Update status after every evaluation. The decision goes into the register the same day.
Scores come from the supplier evaluation; new vendors often enter through a price comparison: Free supplier evaluation (แบบประเมินผู้ขาย) template·Free price comparison (ใบเปรียบเทียบราคา) template
Common questions
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. Date each status, and set it from an evaluation.
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.
A gap on the register? Try us for the next order
Lab equipment, chemicals and consumables, any brands on one quotation, including items outside the catalog. Send the list and tell us which vendor documents your receiving checklist requires.