Perform Shipping Audit using eAuditor
Shipping Audit refers to the systematic inspection and verification of shipping processes, documents, and goods to ensure accuracy, compliance, and efficiency in the transportation of products. It helps identify discrepancies, minimize errors, and maintain quality standards throughout the shipping cycle.
Performing Shipping Audit using eAuditor ensures a comprehensive evaluation of the accuracy, quality, and compliance of shipping processes while verifying that goods are delivered as per order specifications. This digital audit process helps businesses identify discrepancies, prevent shipping errors, and maintain high standards in product delivery.
By using eAuditor for shipping audits, organizations can streamline inspections, automate issue reporting, and maintain digital records, enhancing transparency and operational efficiency.
Purpose of Shipping Audit using eAuditor
The primary objectives of performing a shipping audit using eAuditor are to:
- Verify that shipped goods match purchase orders or invoices in terms of quantity, description, and specifications.
- Ensure packaging, labeling, and documentation meet internal quality standards and regulatory requirements.
- Detect discrepancies, damages, or missing items during shipping.
- Confirm freight charges and delivery timelines from carriers.
- Improve operational accuracy and reduce shipping-related costs.
- Maintain a digital audit trail for quality control and compliance purposes.
Step-by-Step Process for Performing Shipping Audit using eAuditor
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Preparing the eAuditor Shipping Audit Template
Start by setting up your shipping audit in eAuditor:
- Log in to your eAuditor account via mobile app or web platform.
- Download or create a Shipping Audit Checklist Template from the eAuditor template library.
- Customize the template based on your business needs by adding sections for:
- Purchase order details
- Product verification
- Packaging standards
- Documentation checks
- Freight charges
- Delivery timelines
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Purchase Order Verification
The first step is to cross-reference the shipped goods with the purchase order or invoice.
Use eAuditor to:
- Record purchase order numbers.
- Verify that the correct products, quantities, and item descriptions are included.
- Mark discrepancies by selecting Pass, Fail, or Not Applicable (N/A) options.
- Attach photos of goods if mismatches are found.
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Packaging and Labeling Inspection
Assess the condition and accuracy of product packaging and labeling.
Check that:
- Products are packaged according to the company’s quality and safety standards.
- Labels contain the correct product information, barcodes, and handling instructions.
- Packaging is free from damage, tears, or contamination.
Record the inspection results in eAuditor with comments and photo evidence where necessary.
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Quantity and Quality Check
Physically count the number of shipped items to confirm they match the order quantity.
For quality checks, inspect the product for:
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Damages or defects.
- Compliance with quality standards.
- Product expiry dates (if applicable).
Document the findings in eAuditor by marking Pass or Fail and uploading images of any damaged items.
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Documentation Review
Verify that all shipping documents are accurate and complete, including:
- Purchase orders
- Packing lists
- Bills of lading
- Customs declarations (if applicable)
Use eAuditor to ensure documents: - Match the shipment details
- Include correct consignee information
- Are properly signed and dated
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Freight Charges and Carrier Verification
Audit the shipping costs charged by the carrier by:
- Comparing the freight invoice with the agreed-upon rates.
- Confirm that shipping rates align with the shipping weight, dimensions, and distance.
If discrepancies are found, document the issue in eAuditor and assign a Corrective Action to the finance team for resolution.
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Fault Reporting and Corrective Actions
If any discrepancies, damages, or shipping errors are identified, eAuditor allows auditors to:
- Mark the item as Failed.
- Attach supporting photos and comments.
- Assign Corrective Actions to the appropriate team or department.
- Set priority levels and due dates for resolution.
Corrective Actions will automatically notify the responsible team and track the issue’s status in real-time.
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Sign-Off and Submission
After completing the shipping audit, the inspector reviews the checklist for accuracy.
Both the inspector and supervisor can provide digital signatures directly in the app.
eAuditor automatically generates a PDF report and stores the audit records in the cloud for future reference.
Benefits of Using eAuditor for Shipping Audits
- Standardizes shipping inspections with digital checklists.
- Improves data accuracy and efficiency.
- Enables real-time issue reporting and faster corrective actions.
- Provides photo evidence for damaged or missing items.
- Automates report generation and cloud storage.
- Enhances regulatory compliance with detailed audit trails.
- Allows integration with inventory and freight management systems.
Automating Corrective Actions
eAuditor can automatically trigger corrective actions if faults are detected during the audit. These actions are assigned to the responsible team along with due dates, priority levels, and supporting images for faster issue resolution.
Conclusion
Performing a Shipping Audit using eAuditor ensures that shipping operations are accurate, compliant, and cost-efficient. The digital inspection process eliminates paperwork, enhances transparency, and promotes proactive issue resolution. By adopting eAuditor for shipping audits, businesses can significantly improve delivery accuracy, reduce costs, and maintain a consistent quality control process across all shipments.