Supplier shipment audit checklist

Supplier shipment audit are evaluations conducted by companies to ensure that their suppliers are meeting agreed-upon terms and standards regarding the delivery of goods or services.

Shipment audit are essential for maintaining a smooth supply chain, minimizing risks, and ensuring that suppliers meet their contractual obligations.

Supplier shipment audit help companies identify any issues or areas for improvement and provide an opportunity to work collaboratively with suppliers to address them.

1. Documentation Review:

   • Purchase orders: Confirm order details, including quantities, specifications, and delivery dates.
   • Invoices: Ensure accuracy in pricing, discounts, and terms.
   • Packing lists: Verify that items listed match the actual shipment contents.
   • Shipping documents: Check bills of lading, air waybills, or other transport documents for accuracy and compliance.

2. Timeliness:

   • Compare actual delivery dates with agreed-upon schedules.
   • Identify any delays and investigate the reasons behind them.

3. Quality Assurance:

   • Inspect samples from the shipment to ensure they meet quality standards.
   • Check for any damage or defects in the delivered goods.

4. Quantity Verification:

   • Count the items received and compare them to the quantities stated in the packing list.
   • Investigate any discrepancies and document them for follow-up.

5. Compliance:

   • Ensure that the shipment complies with relevant regulations, including safety and environmental standards.
   • Check for adherence to import/export regulations, including customs documentation and duties.

6. Packaging:

   • Assess the packaging for adequacy and protection of the goods during transit.
   • Ensure compliance with any specific packaging requirements.

7. Communication and Responsiveness:

   • Evaluate the supplier’s communication throughout the shipping process.
   • Assess responsiveness to inquiries, changes, or issues that arise during shipment.

8. Cost Analysis:

   • Review the overall cost of the shipment, including freight, handling, and any additional charges.
   • Compare costs with agreed-upon terms and industry benchmarks.

9. Corrective Actions:

   • Document any non-compliance or discrepancies found during the audit.
   • Work with the supplier to address issues and implement corrective actions.

10. Performance Review:

    • Evaluate the supplier’s overall performance in terms of reliability, quality, and compliance.
    • Use the audit findings to provide feedback and identify areas for improvement.

11. Continuous Improvement:

    • Use audit results to update procurement processes, supplier agreements, or quality standards.
    • Implement measures to prevent similar issues from occurring in future shipments.

By following this checklist, companies can ensure thorough and systematic evaluations of supplier shipments, helping to maintain quality, reliability, and efficiency in their supply chain operations.

Using eAuditor Audits & Inspections for conducting supplier shipment audits can streamline the process and enhance efficiency.

1. Checklist Creation:

   • Develop a customizable checklist feature that allows auditors to create audit templates based on specific criteria in eAuditor Audits & Inspections.
   • Include pre-defined checkpoints covering documentation review, timeliness, quality assurance, quantity verification, compliance, packaging, communication, cost analysis, corrective actions, and performance review.

2. Data Input and Capture:

   • Enable auditors to input audit data directly into eAuditor Audits & Inspections, including notes, observations, and photos.
   • eAuditor Audits & Inspections has integrated features for capturing relevant documents such as invoices, packing lists, and shipping documents using the device’s camera.

3. Real-time Communication:

   • eAuditor Audits & Inspections incorporates real-time messaging or communication features to enable auditors to collaborate with suppliers and internal teams during the audit process.
   • eAuditor Audits & Inspections facilitates instant notifications for important updates or issues identified during audits.

4. Data Analysis and Reporting:

   • eAuditor Audits & Inspections can provide tools for generating comprehensive audit reports based on collected data.
   • eAuditor Audits & Inspections can include analytics features to track audit trends, identify recurring issues, and measure supplier performance over time.

5. Integration with Backend Systems:

   • eAuditor Audits & Inspections can integrate with backend systems such as ERP (Enterprise Resource Planning) or supply chain management software to synchronize audit data with other business processes.
   • eAuditor Audits & Inspections enables seamless access to historical audit data and supplier records for reference and analysis.

6. Security and Compliance:

   • eAuditor Audits & Inspections implements robust security measures to protect sensitive audit data and ensure compliance with data privacy regulations.
   • eAuditor Audits & Inspections includes user authentication and authorization features to control access to the app and audit data.

7. Training and Support:

   • eAuditor Audits & Inspections provides training materials and user guides to help auditors effectively utilize the app.
   • eAuditor Audits & Inspections offers technical support and troubleshooting assistance to address any issues or questions that arise during app usage.

By leveraging eAuditor Audits & Inspections tailored for supplier shipment audits, companies can enhance audit efficiency, accuracy, and transparency while fostering better collaboration with suppliers and improving overall supply chain performance.