# Substitution records before supplier consolidation | SourceX

Canonical: https://refer.sourcex.si/guides/preserve-supplier-substitution-approvals-records
Last updated: 2026-10-19

Before supplier consolidation, inventory substitution requests and quotes, approval history, deviation records, drawing revisions, lot-level receiving inspection and supplier certificates, with the system and owner of each. The first to fade are usually certificates on supplier portals, approver mailboxes and superseded drawing revisions, because they sit outside the core systems. Record only documented cutoff dates, and leave the decision to keep anything with the company's quality lead, records owner and counsel.

This guide is part of the [supplier substitution approvals hub](/guides/workflow-supplier-substitution-approvals). It lays the question out as a timeline, because consolidation removes records in a sequence rather than all at once.

## The consolidation clock

Supplier consolidation trims the approved list. Records attached to dropped suppliers are the ones most likely to be archived, merged or lost, and the people who approved those substitutions may move on during the same project. The clock usually has four marks, each of which should come from a document rather than a conversation:

1. **Announcement.** The sourcing strategy names which suppliers stay. Nothing is deleted yet, but attention moves to the survivors.
2. **Supplier exit.** Purchase orders stop and portal access for dropped suppliers ends with the relationship, often under the portal's own terms.
3. **Vendor master cleanup.** Inactive vendor records are deactivated or merged in the source-to-pay suite and ERP. Links from old requests to vendor records can break here.
4. **System cutover.** If the QMS or PLM changes in the same program, migration scopes often move only open records.

A partner asks for the date of each mark and the document it comes from: the consolidation project plan, the vendor master cleanup ticket, the QMS migration cutover. If a date is unknown, the handoff says "to confirm".

## Retention timeline by record class (Illustrative)

Fictional settings at a 450-person industrial equipment maker, written to show the pattern. Real periods come from the company's retention schedule, contracts and regulators, not from this table.

| Record class | Where it sits | Owner | Illustrative cutoff | What makes it fade |
|---|---|---|---|---|
| Supplier certificates | Supplier portal, QMS | Quality | Month 2, at supplier exit | Portal access ends with the relationship |
| Approver email threads | Mailboxes | Approvers, IT | Month 4, on the mailbox deletion schedule | Departing approvers' mailboxes are removed |
| Substitution requests and quotes | Source-to-pay suite | Procurement | Month 6, at vendor master cleanup | Deactivated vendors drop out of standard reports |
| Superseded drawing revisions | PLM or engineering file share | Engineering | Month 9 | Old revisions purged to tidy the library |
| Deviation and nonconformance records | QMS | Quality | Month 12, at QMS cutover | Only open records migrate |
| Receiving inspection by lot | QMS or ERP | Quality | Month 18 | Lot numbers not linked to purchase orders after migration |

Read the table as a reading order for the inventory, not a forecast. The top rows need attention first because they leave with people and relationships, not with systems.

## What disappears first, and why

**Certificates and portal documents.** These live on someone else's system. When a supplier is dropped, access tends to end with the relationship, and nobody inside the company owns the copy.

**Approval conversations.** Formal approvals in a source-to-pay suite usually survive; SAP Ariba's Approvals reporting fact, for example, keeps user actions such as approving or denying documents and delegating approval authority. The reasoning, however, often lives in email, and mailboxes of departing staff follow a deletion schedule.

**Superseded revisions.** An old deviation only makes sense against the drawing revision in force at the time. Engineering teams tidying a library after consolidation may purge revisions nobody uses anymore.

**Accounting copies last.** Purchase orders and invoices tend to be kept longest because finance and tax rules require them. The IRS, for instance, says to keep records supporting income or deductions until the period of limitations runs out, generally three years after filing and longer in specific cases. Those copies show what was bought, not why the substitute was accepted.

## Who must approve keeping anything

A partner never suggests exporting or keeping records beyond what the company authorizes. Four roles decide:

- **Quality lead:** owns the QMS retention rules. In regulated sectors, those rules carry legal weight; medical device makers now work under FDA's Quality Management System Regulation, effective February 2, 2026, which incorporates ISO 13485:2016, so their quality team and counsel decide what is kept and how.
- **Records or IT owner:** runs mailbox deletion schedules and system archives.
- **Procurement director:** knows which supplier relationships are ending and when.
- **General counsel:** reads supplier and customer terms that limit use or require deletion.

The licensing decision itself sits higher, with the CEO, who can authorize a discussion and sign. The [who-can-say-yes tree for substitution records](/questions/who-can-license-supplier-substitution-approvals-records) maps that path.

## Inventory sheet for the procurement systems consultant

Questions to ask without opening a single file:

- [ ] Which suppliers are being dropped, as a count, and in which categories?
- [ ] How many substitutions were approved in the last several years, roughly, and were rejected requests kept?
- [ ] Which documented dates exist for supplier exit, vendor master cleanup and any QMS or PLM cutover?
- [ ] Do purchase orders carry deviation numbers in a field, so the link survives a vendor merge?
- [ ] Will closed deviations migrate, or only open ones?
- [ ] Where do certificates for dropped suppliers live, and does anyone hold a copy?
- [ ] Who owns mailbox deletion schedules for departing approvers?

Software consolidation follows a similar pattern; the [software consolidation guide](/guides/a-software-consolidation) and [ERP consolidation in private equity portfolios](/guides/erp-consolidation-private-equity-portfolio) show how system programs drop history. Related procurement records appear in [supplier expediting](/data-types/supplier-expediting-process). If the conversation drifts toward introducing suppliers to buyers for a fee, that is a different arrangement, covered in [finder fees for introducing a supplier to a buyer](/questions/finder-fee-for-introducing-supplier-to-buyer).

## Does the company qualify, and what stays unknown?

The company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.

Until SourceX reviews it, nobody knows whether buyers want substitution history, how supplier and customer terms affect rights, which years would be selected or whether an offer follows. Partners sign the Channel Partner Agreement before submitting introductions. When the inventory answers are in, the [substitution referral brief template](/resources/supplier-substitution-approvals-referral-brief-template) turns them into a one-page handoff.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If a manufacturing client has a dated consolidation plan and years of substitution history behind it, [register as a partner](/register), check the company against [who qualifies](/who-qualifies) and read the [program terms](/terms) before you introduce the procurement director.

## Sources

- https://www.fda.gov/medical-devices/postmarket-requirements-devices/quality-management-system-regulation-qmsr
- https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records
- https://help.sap.com/docs/buying-invoicing/reporting-fact-reference/approvals-reporting-fact
- https://refer.sourcex.si/terms