How do I keep track of which revision each supplier has?
Keep one register with a row for each part and supplier: the revision they quoted, the revision on the open PO, the revision of their last approved first article, and the revision of any parts they hold. Update it every time a file leaves the building, and check it before every release.
Why "which rev do they have?" is hard to answer
The answer is spread across places that each hold part of it. The quote sits in someone's inbox, the PO in the purchasing system, the first article report in a quality folder, and the latest files in an email thread. Each one can name a different revision.
It gets harder with a second source. A backup machine shop quoted last quarter's revision, the primary shop builds the current one, and nobody updated the backup when the drawing changed. The problem shows up when the backup gets an urgent order.
Worked example: three parts, four suppliers
A small team builds an instrument base from three custom parts. The current revisions are 700-0015 Rev C, 700-0016 Rev B and 700-0021 Rev A. The register lives in the project folder, not in purchasing's inbox:
/700 Instrument base/
/suppliers/
supplier-revision-register.csv
/sent/
2026-10-12_ShopA_700-0015_RevC.pdf
2026-10-12_ShopA_700-0015_RevC.step
2026-08-03_ShopB_700-0015_RevB.pdf
The register, checked before releasing a new revision:
| Part | Supplier | Quoted | Open PO | Last approved first article | In stock at supplier | Current | Action |
|---|---|---|---|---|---|---|---|
| 700-0015 base plate | Shop A (primary) | C | C | B | None | C | First article at Rev C on next lot |
| 700-0015 base plate | Shop B (backup) | B | None | B | 20 at Rev B | C | Send Rev C, re-quote; decide on the 20 parts |
| 700-0016 cover | Sheet metal shop | B | B | B | None | B | None |
| 700-0021 gasket | Die cutter | A | A | A | 500 at Rev A | A | None |
Two rows need action. Shop A's last approved first article is at Rev B, although its PO is at Rev C. And Shop B still holds parts and a quote at Rev B.
Step 1: Build the first version from records, not memory. Go through open POs, recent quotes, first article reports and sent emails for each part. Where the records disagree, ask the supplier which revision they're working to and write down the answer.
Step 2: Log every file that leaves. Save a copy of what you sent in the sent folder, named with date, supplier, part and revision, and update the register the same day.
Step 3: Check it before every release. Filter for rows where any column differs from the new revision. Each of those suppliers needs the new files, a quote or PO change, or a decision about stock.
Step 4: Decide what a change means for first article. In aerospace work, supplier requirements based on SAE AS9102 can call for a new first article inspection after a design change. Textron Systems' supplier requirement, for example, requires a full or partial FAI when a change affects fit, form or function (Textron Systems QASP52). Outside aerospace, it's still a good habit for any change a supplier could get wrong.
Step 5: Get written confirmation. A row is updated only when the supplier confirms the revision in writing, as described in How do I make sure my supplier builds the right revision?
Ways to track supplier revisions
| Method | Good for | Main risk |
|---|---|---|
| Searching email when someone asks | One part, one supplier | Slow, and the last email isn't always what they're building to |
| Spreadsheet register | A few parts and suppliers; quick to start | Only as current as the last person who updated it |
| Purchasing or ERP records | The revision on each PO | Shows POs only, not quotes, first articles or stock |
| Supplier portal | Suppliers download the current files themselves | Shows what was posted, not what they built from |
| PDM or PLM with supplier access | Many parts and suppliers, released through one process | Setup and licenses; suppliers may not log in |
When this stops working
- More than a handful of parts are second-sourced.
- Revisions change faster than anyone updates the register.
- A supplier builds an old revision even though the register said they had the new one.
- Purchasing and engineering keep separate lists that disagree.
At that point the revision a supplier has needs to be recorded where the revision itself lives, not in a separate sheet. Sending a change mid-order is covered in How do I send a supplier a design change after the PO is placed?
FAQ
Should a quote reference a drawing revision?
Yes. Ask suppliers to quote against a named revision, so a later change is clearly a re-quote rather than an argument about what was quoted.
Does a new revision need a new first article inspection?
It can. Aerospace supplier requirements based on SAE AS9102, such as Textron Systems', call for a full or partial FAI when a design change affects fit, form or function. Elsewhere it depends on your customer and your supplier agreement.
What do I do with parts a supplier has in stock at an old revision?
Decide whether they can be used as they are, reworked to the new revision, or scrapped, and write the decision on the register. Tell the supplier in writing which applies.
Who should own the supplier revision register?
The engineer who releases the part, because they know when a revision changes. Purchasing should be able to read it before placing any order.
Internal links
- How do I make sure my supplier builds the right revision?
- How do I send a supplier a design change after the PO is placed?
- How do you do revision control without PDM?
Sources
- Textron Systems, QASP52 Supplier First Article Inspection Requirements (Rev D): https://www.textronsystems.com/sites/default/files/_documents/QASP52_Supplier%20FAI_RevD.pdf
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