Keeping one rate history for every item

This story shows a practical response to a shared sheet of last three rates per item, checked before every po.

Before

The supplier commitment tracker is open, but nobody can identify the next owner. The issue now being examined is a shared sheet of last three rates per item, checked before every po. The routine depends on the purchase manager knowing which call, slip or instruction matters. Records exist in purchase orders, supplier confirmations, rate histories and receipt notes, but another person cannot reliably reconstruct the decision. This is the problem behind keeping one rate history for every item.

A request arrives and somebody responds to the loudest part first. The original source is left in a folder or WhatsApp chat. Later, when the stores manager needs to review it, people reconstruct what happened from memory. The missing piece is often PO reference, latest confirmed date, material need date and receipt quantity. By the time it is found, another person has already acted on an assumption.

The cost is visible as interrupted work, repeated checking or a promise that needs correcting. No saving or improvement figure is claimed here. The point is to change one repeatable action so that the next case can be handled without a chain of calls.

Why it was like that

The previous method relies on informal permission and experience. Staff may understand the right thing to do, but not where to record it or who can approve an exception. Adding a shared spreadsheet without clarifying authority would leave the same bottleneck in place.

In this example, the control that is missing is a revised delivery date is recorded against the old promise; do not overwrite history. An urgent request can legitimately break the normal rule. The exception still needs a named decision-maker, a reason and a source reference. Otherwise the exception becomes the usual way of working.

The change

The replacement is a one-page supplier commitment tracker. Record last three item rates and quantities. This is the required check before an instruction moves to the next person. Compare landed basis. Finally, ask before accepting unexplained increase. Each line retains the evidence needed if the decision is challenged later.

Copyable rule for this team

Example register rows, for illustration only:

Reference	Source	Required action	Owner	Status
S056-01	supplier commitment tracker	Record last three item rates and quantities	purchase manager	Open
S056-02	written supplier commitment and matching receipt note	compare landed basis	stores manager	Check

The owner can set a sample limit, but it should be based on actual financial exposure, not copied from another firm. A rule that touches statutory dues, credit, worker pay or electrical safety also needs a qualified reviewer.

After

In the revised composite routine, the first person records the incoming request once. Another team member can see its source, status and next action without recontacting everybody. The stores manager sees only the cases needing judgement. Routine cases move under written delegated authority.

For the specific case in this article, the first visible change is record last three item rates and quantities. The next person can then compare landed basis. At the end, ask before accepting unexplained increase. That sequence matters because each part leaves a record that the next role can verify.

A weekly check samples a few entries rather than trusting the tick column. The manager looks for cases marked closed without supporting evidence, repeat exceptions and requests that still depend on the owner. Those are reasons to revise the rule.

What to watch out for

Staff may start filling the register after the event. Check the time and reference against the source.
The authorised manager may approve an exception by phone and forget to record it. Ask for the decision to be added to the same entry.
The team may treat every request as urgent. Compare actual deadlines and commercial or safety effects before changing priority.

A verbal promise is a lead, not proof of delivery. Ask for date, dispatch quantity and transporter details.

Copy it

Use the table above as a starting point. Replace the example entries with two current cases. Mark unclear evidence as Open, then name the next person to check it. Keep the source record, owner, next review date and reason for any override. An example exposure of ₹18,500 or 8 units is illustrative only; set limits from your own business records.

Start with Supplier price variance calculator. If you need the full sequence, use Getting three quotes. Measure open exceptions and missed commitments for four reviews before deciding whether the change holds.