Purchase Order Creation Inspection

• Site conducted

  Select

• Inspection Number

• Prepared by

• Department

• Conducted on

  Date

• Auditor

• Reviewer

• Auditees

General

• Are the training records for staff creating Purchase Orders current?

  Yes

  No

  N/A

• Is the training SOP still valid/fit for purpose?

  Yes

  No

  N/A

PO created from spreadsheet

• Are the spreadsheets in the correct format as per the Blank Spreadsheet sample?

  Yes

  No

  N/A

• Are spreadsheets saved correctly to avoid importing of the incorrect information?

  Yes

  No

  N/A

• Are the correct vendors chosen for the Purchase Order?

  Yes

  No

  N/A

PO for Herman Miller

• Are the USL item numbers and costs from the Product Manager confirmed by Purchasing staff?

  Yes

  No

  N/A

• Has the Product Manager sent the Sif files to Purchasing?

  Yes

  No

  N/A

• Can the Purchasing Officer access the Sif files?

  Yes

  No

  N/A

• Is there confirmation of PO sent to Herman Miller?

  Yes

  No

  N/A

• Is the internet Kiosk purchase process still valid?

  Yes

  No

  N/A

• Is the information on the PO reviewed and confirmed by the Product Manager before logging out of the kiosk?

  Yes

  No

  N/A

• Is a hardcopy of the PO and all relevant Attachments saved as record?

  Yes

  No

  N/A

PO for Lipoelastic

• Do the staff have access to the Lipoelastic login ordering process

  Yes

  No

  N/A

• Is the process still valid?

  Yes

  No

  N/A

• Do all items that were ordered have a PO created in Nav to be receipted upon arrival?

  Yes

  No

  N/A

PO for MES

• Is an NLA form filled in for the new item?

  Yes

  No

  N/A

• Is the form sent to Purchasing?

  Yes

  No

  N/A

• Is the new item added to the Service Order?

  Yes

  No

  N/A

• Is the latest Jet Report available? (Latest should be current date)

  Yes

  No

  N/A

• Are all the items on the Service orders being ordered?

  Yes

  No

  N/A

• Is the newly arrived stock checked and verified?

  Yes

  No

  N/A

PO for Paul Hartmann

• Is the Item analysis spreadsheet available to staff?

  Yes

  No

  N/A

• Can staff run the Run the Item Analysis Jet Report?

  Yes

  No

  N/A

• Are the instructions to create a PO in Navision available in the Item Analysis spreadsheet?

  Yes

  No

  N/A

• Is the Hartmann importing tool available to staff?

  Yes

  No

  N/A

• Is the outbound interface file updated and sent to Hartmann?

  Yes

  No

  N/A

• Was an order confirmation received from Hartmann?

  Yes

  No

  N/A

• Does the order in Navision correspond with the order confirmation from Hartmann?

  Yes

  No

  N/A

• Are the Hartmann order numbers regularly reviewed and updated?

  Yes

  No

  N/A

• Are the Vendor Item number on the Stockkeeping Unit SKU Card for CHC also change?

  Yes

  No

  N/A

• Is the Vendor Item Number that appears on the Purchase Order the latest correct number?

  Yes

  No

  N/A

• Is a copy of the Navision Purchase Order printed and filed with the Order Confirmation from Hartmann?

  Yes

  No

  N/A

• Does the purchase order have an invoice for each container?

  Yes

  No

  N/A

• Do the information on the invoice match that of the purchase order?

  Yes

  No

  N/A

Vendor buying calendar method

• Do the staff member know how to access the Vendor Buying Calendar in Navision?

  Yes

  No

  N/A

• Is the Vendor list in Navision current and approved?

  Yes

  No

  N/A

• Is there documented proof of the Product Manager’s review?

  Yes

  No

  N/A

• Is the process to create a Purchase Order from the Suggested Order still valid as documented?

  Yes

  No

  N/A

• Are the purchase orders sent to the supplier?

  Yes

  No

  N/A

• Is a copy of the purchase order send overseas?

  Yes

  No

  N/A

PO for a 4PL Supplier

• Is the 3PL suppliers list current?

  Yes

  No

  N/A

• Is the 4PL suppliers list current?

  Yes

  No

  N/A

Manual creation of a PO

• Have the auditee go through the process as per the SOP.

• Does the auditee know how to use Navision?

  Yes

  No

  N/A

• Did they complete the steps as per the SOP?

  Yes

  No

  N/A

• Are all the steps still valid as per the SOP?

  Yes

  No

  N/A

• Are the printed PDF orders available as per the SOP?

  Yes

  No

  N/A

• Is there confirmation that the orders have been emailed to the supplier?

  Yes

  No

  N/A

• Audit Summary

  Yes

  No

  N/A