Most Common Observations while doing Procurement Audit

So one of the key processes in every company is procurement. While doing an audit of this process you will go through many observations but as per my experience Few of the most common observations while doing purchase to pay audit is as follows

1. Material Rate Variance:-  
As a standard process, every material purchased by a company should be from the authorized dealers on the rate contract basis. The materials which are not assigned to any dealer/vendor are purchased from the local market. After rate comparison of rates through a comparative statement. But while doing Audit of Purchase dept. you will find that same material is purchased at different prices. You can divide this observation into 4 parts.

  • Material purchased from different vendors at a different rate on a different date.
  • Material purchased from different vendors at a different rate on the same date.
  • Material purchased from same vendors at a different rate on different Date.
  • Material purchased from different vendors at a different rate on the same date.

Common Auditee comments on this observation:

  • Variance due to built quality of different products.
  • Emergency Purchases
  • Inflation
  • Increase in transportation cost

How to Identify this Observation :

  • Extract the PO Report.
  • Make a pivot.
  • Filter on Material code
  • Identify their min and max unit price.
  • Identify cases with high deviations

2.Open Purchase Orders

This is also a very common observation in all audits and the main reason for this is lack of control mechanism in the process. and there should be a proper control over Open POs and PRs and must be timely closed.

Common Auditee comments on this observation:

  • Running POs
  • Open POs will be reviewed and will be closed

How to Identify this Observation :

Just  filter those POs against which no material is received till date ( consider those for which material is pending for more than 90 days)

Hope you will identify this very easily we will share some more observations with you in regular updates.

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