8D Gate

Supplier quality · Excel

Supplier change notification log: free Excel

One row per change notice a supplier sends you: parts affected, change type, the supplier's planned date, your reply due, samples requested and received, your evaluation and decision, when you told the supplier, and the first changed lot received and checked. Replies past due are flagged.

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Own structure and wording. Tested in LibreOffice. Advisory only.

Changes a supplier tells you about

  • Your own process or product changes go in the change request log. This file is for notices coming in from suppliers.
  • A one-off shipment outside the drawing is a deviation or concession request, not a change notice.
  • Your reply due is your own date, for example from your supplier agreement. The file sets no default and quotes no rule.

What is in the file

  • Settings: an as-of date (blank means today).
  • Log: notice ref, supplier, parts affected, change type (Material, Process, Site or line move, Sub-supplier, Design, Packaging or labelling, Other), owner, date received, supplier's change date, your reply due, samples requested (0 if none), samples received, evaluation done, decision (Go, Go with conditions, No go), decision date, supplier told, first changed lot received, first lot checked, notes.
  • A separate check column. The status never hides it, and a row can show several notes, joined with a semicolon.
  • Counts under the log: rows logged, rows per status, rows with a check note, rows past due (any status), a line that should read 0 (rows not in any status), rows per change type and rows per decision. No score and no ranking.

How the status is worked out

In this order; the first match wins. A row only reads Done when every step before it is filled. Text typed in a date cell counts as blank:

StatusWhen
Enter notice refThe row has an entry but no notice ref. It still counts.
Enter supplier … Enter reply dueSupplier, parts affected, change type, owner, date received, supplier's change date and your reply due, in that order.
Enter samples requested (0 if none)Blank, text, or a number below 0.
Decision past dueNo decision, and the as-of date is after your reply due.
Waiting for samplesNo decision, fewer samples received than requested.
Waiting for evaluationNo decision, evaluation date blank.
Enter decisionSamples in and evaluation done, no decision yet.
Enter samples receivedA decision is recorded, samples were requested, received is blank.
Enter evaluation dateA decision is recorded, evaluation date blank.
Enter decision dateDecision date blank.
Enter date supplier toldSupplier told is blank.
Done, no goEvery step above filled, decision No go.
Waiting for first changed lotGo or Go with conditions, first changed lot not received yet.
Check first changed lotFirst changed lot received, check date blank.
DoneEvery step filled, first changed lot checked.

Check column notes, each followed by "worth a check", on any row whatever its status:

  • Decision past due, no decision
  • Decision recorded, evaluation date blank
  • Decision date before the evaluation date
  • Decision recorded with fewer samples received than requested
  • Samples received more than requested
  • A sample qty below 0 or not a number
  • Evaluation date before the date received
  • Decision date after your reply due
  • Supplier told, decision blank
  • Supplier told before the decision date
  • First changed lot received before a decision
  • Changed lot received after a No go decision
  • First lot check dated before receipt, or receipt blank
  • Supplier's change date before your reply due
  • A date after the as-of date
  • Go with conditions, conditions not written in Notes
  • Date not readable (text in a date cell)

Example (fictional)

Made-up suppliers and dates, extract, as of Thursday 22 October 2026. Samples shown as requested / received:

Notice refSupplierChange typeReply dueSamplesDecisionDecision dateFirst changed lotStatusCheck
P-01Alfa CastProcessFri 25 Sep 20265 / 5GoWed 23 Sep 2026Wed 14 Oct 2026Done
P-02Beta PlastMaterialMon 19 Oct 20263 / 3Decision past dueDecision past due, no decision: worth a check
P-03Gama SteelSite or line moveFri 6 Nov 20265 / 2Waiting for samples
P-04Delta RubberSub-supplierFri 16 Oct 20265 / 3GoThu 15 Oct 2026Waiting for first changed lotDecision recorded with fewer samples received than requested: worth a check
P-05Alfa CastProcessFri 23 Oct 20260 / -Go with conditionsTue 20 Oct 2026Enter evaluation dateDecision recorded, evaluation date blank: worth a check
P-06Epsilon WireDesignFri 2 Oct 20263 / 3No goWed 30 Sep 2026Mon 19 Oct 2026Done, no goChanged lot received after a No go decision: worth a check
Beta PlastPackaging or labellingFri 9 Oct 20260 / -Enter notice refDecision past due, no decision: worth a check
P-08Gama SteelMaterialFri 30 Oct 20260 / -Tue 13 Oct 2026Waiting for evaluationFirst changed lot received before a decision: worth a check; Supplier's change date before your reply due: worth a check
P-09Delta RubberProcessFri 13 Nov 2026- / -Enter samples requested (0 if none)
P-10Zeta PackPackaging or labellingMon 16 Nov 20262 / -Enter owner

Worth a check each week

  • Notices past your reply due with no decision (marked in red).
  • Decisions recorded before the evaluation, or with fewer samples in than requested.
  • Changed lots that arrived before a decision, or after a No go.

The decision is yours. The file records it and does not judge it.

Related

Advisory template, in English. Not a customer decision.