Purchasing Audit - 2014

• Document No.

• Purchase Order process review Review the purchase order process from creating and approving to receipt of goods and invoicing.

• Conducted on

  Date

• David Mitchell

• Location
  Address

• Add media

  Media

Section 0-Vendor Guidelines

• 0.1 Have the Vendor Guidelines been reviewed?

  Yes

  No

  N/A

Section 1 - Purchase Order Process

• 1.1 Is there a printed or electronic copy of the purchase order?

  Yes

  No

  N/A

• 1.2 PO Confirmation received (email acceptable)?

  Yes

  No

  N/A

• 1.3 PO confirmation of the PO received, or vendor has agreed to all items and cost on PO?

  Yes

  No

  N/A

Section 2 - Receiving

• 2.1 Is the packing list attached to the purchase order or in a file for packing lists?

  Yes

  No

  N/A

• 2.2 Were the items received on time or in the expected time line?

  Yes

  No

  N/A

• 2.3 Are there tick marks on the packing list for each PO?

  Yes

  No

  N/A

Section 3 - Packing List

• 3.1 Does the packing list match the purchase order with items purchased?

  Yes

  No

  N/A

• 3.2 Were boxes/cartons opened to verify count?

  Yes

  No

  N/A

• 3.3 Do the received quantities match the invoice?

  Yes

  No

  N/A

• 3.4 None of the boxes/cartons damaged in shipping?

  Yes

  No

  N/A

• 3.4.1 If boxes damaged, was vendor notified?

  Yes

  No

  N/A

Section 4 - Quality of goods

• 4.1 If the order contains logo (name drop) images, is there a PDF approval of the artwork prior to production?

  Yes

  No

  N/A

• 4.2 Did the items received meet your quality expectations?

  Yes

  No

  N/A

• 4.3 If the items received did not meet the quality expectations or were damaged, were the items returned?

  Yes

  No

  N/A

• 4.3.1 Was the vendor notified of the damage or non-conforming goods?

  Yes

  No

  N/A

Section 5 - Invoicing

• 5.1 Purchase order created before invoice is received?

  Yes

  No

  N/A

• 5.2 Does the Purchase Order subtotal match the Invoice, less freight and taxes if applicable?

  Yes

  No

  N/A

• 5.3 Does the printed prices match the register price?

  Yes

  No

  N/A

Section 6 - Inventory - Warehouse stock

• 6.1 Are the more expensive items or candy is a secure location?

  Yes

  No

  N/A

• 6.2 Do managers only have access to this location?

  Yes

  No

  N/A

• 6.3 Are there camera's located near the door or inside of the secure location?

  Yes

  No

  N/A

• 6.4 When an item is out of stock, is there a reorder sheet or process to refill the product?

  Yes

  No

  N/A

• 6.4.1 If no, are steps taken to order additional product?

  Yes

  No

  N/A

• 6.5 Are the items set up by category or store location in the warehouse?

  Yes

  No

  N/A

• 6.6 Are the items / cartons marked clearly of the contents?

  Yes

  No

  N/A

• 6.7 Are all items released to the floor price tagged?

  Yes

  No

  N/A

Section 7 - Signage

• 7.1 Is the signage current?

  Yes

  No

  N/A

• 7.2 Are danglers, posters, and A-Frames visible?

  Yes

  No

  N/A

• 7.3 Is the lighting sufficient for signage visibility?

  Yes

  No

  N/A

• 7.4 Are the posters or signs in good condition?

  Yes

  No

  N/A

Section 8 - Housekeeping

• 8.1 Are the Walls and Ceilings free from water stains?

  Yes

  No

  N/A

• 8.2 Are the Walls and Ceilings free from cob webs?

  Yes

  No

  N/A

• 8.3 Are the trash cans using clear bags?

  Yes

  No

  N/A

• 8.4 Overall store appearance: Bulbs working, clean carpets, windows free from hand prints, bugs removed etc)

  Yes

  No

  N/A

• 8.5 Floor coverings, carpets, tile, and slip resistant mats at entrance securely fastened?

  Yes

  No

  N/A

• 8.6 Outlets Childproofed?

  Yes

  No

  N/A

• 8.7 Cords and wires covered (PVC or Galvanized piping)?

  Yes

  No

  N/A

• 8.8 Retail - Are the racks and or shelves clean?

  Yes

  No

  N/A

• 8.9 Are signs posted for Theft?

  Yes

  No

  N/A

• 8.10 Is the store clean with products in their place?

  Yes

  No

  N/A

• 8.11 Have the merchandise displays been refreshed with new products in the last 21 days?

  Yes

  No

  N/A

• 8.12 Are the camera's working?

  Yes

  No

  N/A

• 8.12.1 Show the retail store(s) on video.

  Yes

  No

  N/A

• 8.13 Does the area around the camera's have good visibility?

  Yes

  No

  N/A

Section 9 - Retail Store (location of goods)

• 9.1Are the plush displays full?

  Yes

  No

  N/A

• 9.2 Are the candy shelves full?

  Yes

  No

  N/A

• 9.3 Are the jewelry racks full?

  Yes

  No

  N/A

• 9.4 Are the sun glasses racks full?

  Yes

  No

  N/A

• 9.5 Is the Sun Screen display full?

  Yes

  No

  N/A

• 9.6 Are the products on the shelf free of damage?

  Yes

  No

  N/A

• 9.6.1 If damaged, are these marked down?

  Yes

  No

  N/A

• 9.7 Is there a location for items on SALE?

  Yes

  No

  N/A

• 9.8 Are there beverages available in the retail store?

  Yes

  No

  N/A

• 9.9 If beverages are available, is it at least 3/4 full?

  Yes

  No

  N/A

Section 10 Product Price check

• 10.1 Price confirmation - Does the same item number price match the PIMS price?

  Select Item #1 Item #2

  • Item #1
  • Item #2

• 10.2 Price Confirmation - Does the same item number price match the PIMS price?

  Select Yes No N/A

  • Yes
  • No
  • N/A

Section 10 - Additional notes and observations

• Additional notes:

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