The goal of a purchasing audit is to determine whether policies and procedures have been followed within the purchasing department to ensure that no fraud occurred, that all decisions were made with the best interests of the organization in mind, and that suppliers were treated fairly. This assumes that the purchasing department already has policies and procedures that have built-in controls. Some of the questions that a typical purchasing audit will look to answer include:
- Was proper documentation retained for all purchases for which it was required?
- Was competitive bidding used in all situations where it was required?
- Where competitive bidding was normally required but not used, were procedures for exempting a purchase from competitive bidding complied with?
- Were all supplier selections made in accordance with the published selection criteria?
- Were there any instances where a lower scoring or higher priced supplier was selected? If so, is the documented justification and approval acceptable?
- Do any relationships exist between any successful bidders and the individuals who decided to award business to those bidders?
Typical frequencies for purchasing department audits range from every one to every three years.
To Your Career,
Charles Dominick, SPSM, SPSM2
President & Chief Procurement Officer
Next Level Purchasing Association
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