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SCAR Reports — How It Works

What is a SCAR?

A Supplier Corrective Action Report is a formal record used when a supplier sends defective, wrong, or late materials that cause a problem — either internally or for a customer. It documents what went wrong, why it happened, and what the supplier (and Canwil) need to do to fix it. SCAR records form the ISO 9001 audit trail for quality incidents.

When to Open a SCAR

  • Material arrives with quality defects (wrong color, wrong weight, holes, contamination)
  • Wrong quantity received vs. PO
  • Delivery so late it impacted a customer order
  • A customer complaint traces back to a raw material problem from a specific vendor
  • Same vendor has caused 2+ issues in the last 60 days

SCAR Workflow — 5 Steps

1
Open — Document the defect, affected quantity, vendor, PO number, and customer impact. A follow-up task is auto-created in Task Manager.
2
Vendor Notified — When you're ready, contact the vendor and mark this step. The date and your name are recorded. No auto-email — you control when to notify them.
3
Response Received — Log the vendor's response and root cause explanation. What are they doing to fix it?
4
Verified — Confirm the corrective action actually worked. This usually means re-inspecting the next shipment from that vendor.
5
Closed — All actions verified. SCAR is complete. The record stays permanently for ISO audits.

RMA Tracking

If defective material needs to be returned to the vendor, flag RMA Required when opening the SCAR. Track the RMA status through: Pending → Issued → Received → Credited. This keeps the return and credit memo tied to the original quality incident.

Customer Impact & ISO

If the defect reached a customer — delayed their order, required a replacement, or generated a complaint — document it in the Customer Impact field. This links the customer claim to the vendor root cause, which is exactly what ISO 9001 clause 8.7 requires for traceability of nonconforming outputs.

Auto-Created SCARs

The Intelligence Scanner will eventually suggest opening a SCAR when it detects a pattern — for example, the same vendor flagged in 3 customer complaints within 60 days. You'll see a prompt in the scanner dashboard. You still review and confirm before it's opened.

💡 ISO Tip: Never delete a SCAR, even if it turned out to be a false alarm. Instead, add a note explaining what was found and close it. ISO auditors want to see that every flagged issue was investigated and resolved — not that everything was perfect.