Supplier Evaluation Scorecard — Free Weighted Template

A supplier evaluation scorecard turns a gut feeling — "they're pretty reliable" — into a number you can defend. You pick the criteria that matter, assign each a weight, score every vendor on the same 1–5 scale, and multiply score × weight to get a weighted total out of 5. That single comparable number lets you rank vendors objectively, justify awards, and track whether a supplier is improving or slipping over time.

How weighted scoring works

The maths is simple and that's the point. Each criterion gets a weight (the weights must sum to 100%) and a raw score from 1 (poor) to 5 (excellent). The weighted score for a criterion is `score × weight`; the total is the sum of all weighted scores. In the preview above, Quality scores 4 at a 30% weight → 4 × 0.30 = 1.20, and the vendor's overall rating lands at 4.15 / 5.

The criteria, explained

• Quality — defect rate, rejection/return rate, and how often material passes incoming inspection first time. Usually the heaviest weight.
• Delivery — on-time, in-full (OTIF) performance and lead-time reliability. Late or short deliveries stall production, so this carries real weight.
• Price / cost — not just unit price but [total cost of ownership](/glossary/total-cost-of-ownership): freight, payment terms, rework and warranty. Use the landed cost calculator to compare like for like.
• Service & responsiveness — quote turnaround, communication, flexibility on changes, and how they handle problems.
• Compliance — valid GSTIN, MSME/Udyam status, documentation, and any quality or safety certifications.

How to use the scorecard

1. Agree the criteria and their weights (sum to 100%) with the stakeholders who'll use the result.
2. Define what a 1 and a 5 mean for each criterion, so two reviewers score consistently.
3. Score each vendor on real evidence — GRN reject rates, OTIF data, quote history — not impressions.
4. Compute `score × weight` per row and total it for a single rating out of 5.
5. Review quarterly, share the score with the vendor, and agree improvement actions where they fall short.

Common mistakes

• Weights that don't sum to 100% — the total stops being a clean out-of-5 figure.
• Scoring on memory — base scores on data (defect rates, OTIF), not the last interaction you remember.
• Over-weighting price — the cheapest vendor with a high defect rate is rarely the lowest total cost of ownership.
• Undefined scale — if reviewers don't agree what a "3" means, scores aren't comparable.
• One-time scoring — a scorecard is most useful as a *trend*; evaluate on a regular cadence.

Automate scorecards with Procupy

Filling a scorecard by hand means digging through GRNs and emails for the numbers. Procupy builds the supplier scorecard from data you already capture: on-time-in-full from goods receipts, price competitiveness from reverse auctions and quotes, and compliance from vendor management records. Weights are yours to set, scores update as transactions flow in, and you get a defensible vendor ranking without the spreadsheet archaeology — ready for your next sourcing decision.