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Supplier Scorecard
The Supplier Scorecard in PayInvoice Next provides an objective, data-driven evaluation of each supplier's performance. Scores are calculated automatically from your procurement transaction history — delivery records, quality inspections, and compliance data. This page explains what the scorecard measures, how scores work, and how to read the results.
What the Scorecard Measures
The scorecard evaluates suppliers across multiple performance dimensions. Each dimension uses data from your actual transactions — no manual scoring is required for the core metrics.
Scoring Dimensions
| Dimension | What It Tracks | Data Source |
|---|---|---|
| Delivery Timeliness | Whether goods arrive on or before the required-by date | Goods Receipt Notes vs Purchase Order dates |
| Quantity Accuracy | Whether the supplier delivers the correct quantities | Received quantity vs ordered quantity on GRNs |
| Quality Performance | Acceptance and rejection rates for delivered goods | Quality inspection results linked to GRNs |
| Invoice Accuracy | Whether invoices match PO terms and GRN quantities | Match results from the Invoice Processing Unit |
| Compliance | GSTIN validity, timely document submission, regulatory adherence | Tax registration checks and document completeness |
| Responsiveness | How promptly the supplier responds to RFQs | Response rate and turnaround time on Requests for Quotation |
Evaluation Period
Scorecard calculations use a rolling evaluation period (typically the last 6 or 12 months, depending on your organization's configuration). Older transactions gradually age out, so the score always reflects recent performance.
How Scores Are Calculated
Each dimension receives a score from 0 to 100. The overall supplier score is a weighted average of all dimensions. Your organization's administrator sets the weight for each dimension based on business priorities.
Example weighting:
| Dimension | Weight | Supplier A Score | Weighted |
|---|---|---|---|
| Delivery Timeliness | 30% | 85 | 25.5 |
| Quantity Accuracy | 20% | 90 | 18.0 |
| Quality Performance | 20% | 70 | 14.0 |
| Invoice Accuracy | 15% | 95 | 14.25 |
| Compliance | 10% | 100 | 10.0 |
| Responsiveness | 5% | 60 | 3.0 |
| Overall Score | 100% | 84.75 |
In this example, Supplier A receives an overall score of 84.75 out of 100. Delivery timeliness has the highest weight, so late deliveries have the largest impact on the score.
Score Thresholds
Scores map to performance bands that determine the supplier's Health Standing:
| Score Range | Performance Band | Typical Standing |
|---|---|---|
| 80–100 | Excellent | Preferred |
| 50–79 | Acceptable | Conditional |
| 0–49 | Poor | Restricted |
TIP
The exact thresholds are configurable by your organization. The ranges shown above are the system defaults.
Reading the Scorecard Dashboard
To view a supplier's scorecard, open the supplier record and navigate to the Scorecard section. The dashboard shows:
- Overall Score — The weighted average across all dimensions, displayed as a number and a color-coded indicator (green, amber, or red).
- Dimension Breakdown — Individual scores for each dimension, so you can see exactly where the supplier excels or needs improvement.
- Trend — How the score has changed over recent evaluation periods. A declining trend may signal emerging issues even if the current score is still acceptable.
- Standing — The current health standing derived from the score. See Supplier Health Standing for details.
- Evaluation Period — The date range used for the current calculation.
What Drives Score Changes
Scores change as new transactions are completed and old ones fall outside the evaluation window. Common triggers for score changes:
| Event | Likely Impact |
|---|---|
| GRN received after the required-by date | Delivery Timeliness score drops |
| Quality inspection rejects a batch | Quality Performance score drops |
| Supplier delivers exact ordered quantity | Quantity Accuracy score improves |
| Invoice matches PO and GRN perfectly | Invoice Accuracy score improves |
| Supplier fails to respond to an RFQ | Responsiveness score drops |
| GSTIN found inactive during periodic check | Compliance score drops |
How Scores Affect Procurement
Scorecard data appears at key points in the procurement cycle to support decision-making:
- RFQ Supplier Selection — When choosing which suppliers to invite to an RFQ, you can see each supplier's current score and standing alongside their name.
- Supplier Quotation Comparison — When comparing quotes from multiple suppliers, the scorecard score appears in the comparison view so you can weigh price against reliability.
- Purchase Order Review — The supplier's standing is visible when creating or approving a Purchase Order. If the supplier is Restricted, additional controls may apply. See Health Standing.
Related Pages
- Supplier Management Overview — The full supplier lifecycle
- Supplier Health Standing — How scores translate to standing levels
- Supplier Onboarding — Creating the supplier record that the scorecard evaluates
- Goods Receipt Note — GRN data feeds delivery and quality scores