Vendor Inbound Compliance Scorecard

The problem this kills

Your receiving dock knows exactly which vendors keep burning you - the ones who ship late, short the order, mislabel cartons, skip the ASN, or send damaged freight. But that knowledge lives in your receivers' heads and in a tangle of spreadsheets. By the time anyone tries to roll it up into a scorecard, the period is over, the details are fuzzy, and the chargebacks you're contractually owed never get written.

So the bad vendors keep being bad, your routing guide goes unenforced, and you eat costs you had every right to bill back. Meanwhile, building a "real" vendor compliance system always seems to require an expensive WMS module or a six-month IT project.

It doesn't. You can build exactly the scorecard your business needs - this weekend - by pasting a plan into an AI coding agent.

What you'll build

A private, login-protected web app that:

• Ingests your receiving history - upload a CSV or connect a Google Sheet of receipts with expected vs. actual quantities, dates, ASN/label flags, and damage notes.
• Computes per-vendor KPIs - on-time %, fill rate, ASN accuracy, labeling accuracy, and damage rate, for whatever scoring period you pick.
• Applies your routing-guide rules - the exact compliance rules you define (label format, ASN lead time, carton max, and more) become checks the tool runs automatically.
• Ranks and flags violations - sorts vendors worst-to-best and surfaces every rule breach tied to a specific receipt.
• Drafts chargeback memos - generates a clear, itemized chargeback for each offender using your fee schedule - as a draft, never auto-sent.
• Puts a human in charge - a vendor manager reviews each proposed chargeback and the scorecard period, edits as needed, and approves before anything is finalized.
• Sends the scorecard + chargeback CSV - once approved, emails the supplier their scorecard and a CSV chargeback list in the columns your AP/ERP system expects.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook. It opens by interviewing you about your business - your receiving process, the systems and spreadsheets you use, the real field names and vendor codes in your data, your typical and peak receipt volumes, your exact compliance rules, and your messy edge cases. It reflects a short tailored spec back to you for a thumbs-up, then builds the tool around your answers instead of a generic template.

From there it walks you, prompt by prompt, through:

• Standing up the database, login, and your tailored data model.
• Importing receiving history (CSV/Sheet upload) with a "No API yet?" fallback so it's fully buildable today.
• Encoding each routing-guide rule and your chargeback fee schedule.
• Computing per-vendor KPIs and ranking offenders for a chosen period.
• Drafting chargeback memos and the manager approval gate.
• Emailing the scorecard and exporting the chargeback CSV in your system's exact columns.

Every build step ends with a ready-to-copy prompt you paste into your AI agent.

The governance it includes (this is the point)

This isn't a toy. The plan bakes in the controls a vendor compliance process actually needs:

• Login so only your team can use the tool.
• Row-level security so people only ever see their own organization's data.
• A complete audit trail - who scored what, who approved which chargeback, and when.
• A hard human-in-the-loop approval gate - the AI drafts chargebacks; a vendor manager reviews and approves; only then is anything finalized and emailed.
• Duplicate guards - dedupe on vendor + receipt + rule so the same violation can never be charged twice.

Who it's for

Purchasing and procurement teams, vendor/supplier managers, and inventory control professionals who own vendor compliance and want to actually enforce the routing guide - without waiting on IT.

You've got this. Open the plan and paste the first prompt.