Terms & Conditions


This document specifies the quality assurance requirements that are in addition to a procurement contract and to provide guidance for suppliers in the control and delivery of products and services.

Acceptance by AJ Distributors (AJD) or its customers does not relieve the Supplier of the requirement for providing acceptable product.

Customer / Supplier Relationship and Feedback

AJD is fully committed to maintaining a good relationship with all Suppliers and believes that without the assistance and commitment of its Suppliers, the requirements specified in this document cannot be adequately achieved.

Suppliers should contact AJD if any requirement contained in a Purchase Order or this document is not fully understood.

Hazardous Materials and Substances

Hazardous Materials:
Materials which because of chemical, biochemical, microbiological or radiological properties, temperature or state of compression could, in sufficient concentration, cause:

  • Harm to human health and safety or personal injury
  • Property damage; and
  • Environmental harm or environmental nuisance.

Hazardous Substances:
Substances that are listed on Safe Work Australia – Hazardous Substances Information System (HSIS) found at hcis.safeworkaustralia.gov.au or determined to be a hazardous substance by the manufacturer, importer or distributor of the substance.

Problematic Substances:
The supplier must supply to AJD in advance of delivery to site, or upon identification of such a substance, information regarding the proposed use of a chemical listed in Schedule 14 of the WHS regulations, and ensure no chemicals listed in Schedule 10 of the WHS regulations are brought to an AJD site unless specifically approved for use by AJD.

Quality Management System

The Supplier shall maintain an effective quality management system incompliance with the current revision of AS9100, AS9120, ISO 9001 or equivalent and shall be a third-party certified by an accredited certification body.

Customer Designated External Providers

When required by AJD use only customer designated or approved external providers, including process sources.

Flow Down to External Providers

Suppliers shall ensure all applicable AJD and AJD customer purchasing requirements are flowed down to their external providers.

Counterfeit Parts Prevention

The Supplier is responsible for maintaining an active Counterfeit Material Avoidance Program (based on AS5553 or AS6081 as applicable) to ensure materials/parts are from original equipment manufacturers (OEM), original component manufacturers (OCM) and are not altered or misrepresented in any fashion.

Certificate of Conformity

A Certificate of Conformity shall accompany each shipment and contain the following information:

  • Manufactures Name and Manufacturing Site Address
  • AJD Purchase Order Number
  • Manufactures part traceability e.g. Serial Number, Lot, Batch or Date Code
  • Part Number and Revision
  • Quantity
  • Date and Authorised Signature
  • Statement certifying product compliance and traceability as applicable

Product Marking, Traceability, Packaging and Preservation

Each item delivered to satisfy a Purchase Order must be identified with the following information (where applicable):

  • AJD Purchase Order number
  • Item description
  • Part number
  • Serial number
  • Quantity
  • Manufacturer’s part number, identification of OEM and country of origin

Unless specified in the Purchase Order, packaging of items is to be at the discretion of the supplier and is to be appropriate for the method of transport and for the storage/shelf life requirements of the item. Product is to arrive at AJD without physical damage, degradation, contamination, or potential for introduction of Foreign Object Debris.

Quality and On-Time Performance Monitoring

AJD conducts receiving inspection on all product.

Suppliers must deliver products / services which contain materials from original equipment manufacturer (OEM), original component manufacturer (OCM) that are: defect free; not altered or counterfeit; reliable; accurate, in accordance with requirements of the product design and Purchase Order.

Foreign Object Elimination

Supplier is responsible for maintaining an active Foreign Object Elimination program to ensure materials remain free of foreign objects and or contaminants throughout processes from manufacturing through final packaging and shipping.

Non-Conforming Product or Service

The Supplier shall obtain written approval from AJD prior to the supply of any non-conforming product that might affect reliability, performance or safety. The Supplier shall notify AJD of any non-conforming products discovered after delivery so that appropriate corrective action can be taken.

If a non-conforming product or service is provided, AJD will issue a formal Non-Conformance Report and monitor corrective actions taken by the supplier. In exceptional cases removal of the supplier from the Approved Supplier Register may be considered.

Right of Access

Right of access by AJD, their customers, and regulatory authorities to the applicable areas of the facilities and to applicable documented information, at any level of the supply chain.

Supplier Awareness

Suppliers must ensure that persons are aware of the following:

  • their contribution to product or service conformity
  • their contribution to product safety
  • the importance of ethical behaviour

Changes to Products, Processes or Services

The Supplier shall notify AJD of changes in product, processes or services including changes of manufacturing location or changes of external providers that could directly impact product quality or service.

The Supplier shall also notify AJD of changes in quality management system certification status or any other changes that could directly impact product quality or service.

Record Retention

Suppliers are required to maintain effective control of quality records including the identification, storage, protection, retrieval, retention and disposition of records. All records associated with an AJD Purchase Order shall be retained for a minimum of 12 years.