Step 1: Data Input Structure
Create columns for raw monthly data. A minimal table should include:
| Vendor ID | Total Orders | QC Passed | QC Total Checked | Refunded Orders |
|---|---|---|---|---|
| VEN001 | 1500 | 285 | 300 | 45 |
| VEN002 | 950 | 190 | 200 | 12 |
ACBUY Spreadsheet: Automating Vendor Scoring with Weighted QC & Refund Data
2026-02-19
Streamline your supplier evaluation by automatically calculating performance scores. Make data-driven decisions efficiently.
The Challenge of Manual Vendor Evaluation
Manually assessing vendor performance based on Quality Control (QC) pass rates and refund rates is time-consuming and prone to inconsistency. The ACBUY Spreadsheet method solves this by introducing an automated, weighted scoring system
Core Concept: The Weighted Performance Score
Not all metrics are equally important. Our model assigns a single, comparable score by applying strategic weights to key performance indicators (KPIs).
Key Performance Indicators (KPIs) & Suggested Weights
- QC Pass Rate (Weight: 70%): The primary indicator of product quality and consistency. Calculated as (QC Passed Units / Total QC Checked Units) * 100.
- Refund Rate (Weight: 30%): A critical measure of customer satisfaction and total cost issues. Calculated as (Refunded Orders / Total Orders) * 100.
Tip: Adjust these weights in the spreadsheet based on your business priorities.
How to Set Up Automation in Your Spreadsheet
Follow this step-by-step guide to build your automated vendor scoring sheet.
Step 2: Calculate KPI Percentages
Add calculated columns for the core rates.
- QC Pass Rate %:
=(QC_Passed / QC_Total_Checked) * 100 - Refund Rate %:
=(Refunded_Orders / Total_Orders) * 100
Step 3: Apply Weighted Scoring Formula
Create the final "Performance Score"
Formula Example (Scale of 1-100): Why
Performance Score = (QC_Pass_Rate * 0.70) + ((100 - Refund_Rate) * 0.30)
100 - Refund_Rate? Because a lower refund rate is better. This inverts the metric so a higher score always indicates better performance.
Step 4: Implement Scoring Tiers (Optional but Recommended)
Use the IFSVLOOKUP
Performance Score Tier Action 90 - 100 A (Excellent) Increase order volume; prioritize. 75 - 89 B (Good) Maintain; monitor for trends. 60 - 74 C (Needs Review) Investigate issues; set improvement targets. Below 60 D (Critical) Put on hold; require immediate corrective action.
Key Benefits of Automated Vendor Scoring
Objective Decision-Making
Eliminates personal bias from vendor assessment. All partners are judged by the same clear, numerical standard.
Massive Time Savings
Scores update automatically with new data. Monthly reviews take minutes instead of hours.
Proactive Relationship Management
Quickly identify underperforming vendors for conversations backed by hard data, and reward top performers.
Enhanced Supply Chain Stability
Continuous monitoring helps catch quality or fulfillment dips early, before they significantly impact your business.