supplier performance scorecard
supplier Name :-Wuyan Import
contyact person :- Dr Wondale
scorecard Date :-
Scorecard Items :- Enzymes , Hop and as trader for import items
DELIVERY Numerator Denomerator Total score %
On-Time Delivery Rate: The percentage of orders delivered on or before the promised date. High
rates indicate reliability
Lead Time Adherence: Comparison of actual lead times against agreed-upon lead times. This
measures the supplier's eufficiency in processing and shipping orders
Order Accuracy: The percentage of orders delivered correctly in terms of quantity and specifications.
This ensures that the right items are delivered.
Communication: Evaluation of the supplier's communication regarding delivery status, delays, and
any issues that arise during the shipping process.
Flexibility: The supplier's ability to accommodate changes in order quantities or delivery schedules
without significant delays.
percentage of shipments fully deliverd
percentage of shipments that had adequate documentation received on time
QUALITY Numerator Denomerator Total score %
Defect Rate: The percentage of delivered items that do not meet quality standards. A lower defect
rate indicates better quality control.
Conformance to Specifications: Assessment of whether items meet the agreed-upon specifications
and standards (e.g., dimensions, materials).
Return Rate: The percentage of items returned due to quality issues. A high return rate may indicate
quality problems.
Compliance with Standards: Evaluation of the supplier’s adherence to industry standards and
regulations (e.g., ISO certifications).
Customer Feedback: Collection of feedback from end-users regarding items performance and
satisfaction levels.
percentage of items with correct pack size and quantity
percentage of items received undamaged due to adequate packaging
percentage of items that passed quality control test
percentage of items that comply with shelf life requirement
PRICING AND INVOICING Numerator Denomerator Total score %
Price Competitiveness: Comparison of the supplier’s prices against market rates and those of
competitors. This helps determine if the supplier offers fair value.
Transparency in Pricing: Evaluation of how clearly pricing structures, discounts, and any additional
fees are communicated to the buyer.
Invoicing Accuracy: Assessment of the accuracy of invoices received from the supplier, including
correct pricing, quantities, and terms. Errors can lead to payment delays.
Timeliness of Invoices: Measurement of how promptly invoices are issued after delivery. Timely
invoicing can impact cash flow management.
Payment Terms Compliance: Evaluation of the supplier's adherence to agreed-upon payment terms
and conditions, including any early payment discounts offered.
8. Percentage of invoices that comply with contract pricing and items
supplier Rating
Prepared by:-
Checked by:-
Approved by:-
Procurement Audit Checklist
1. PURCHASING POLICIES AND PROCEDURES
• Are the purchasing policies and procedures documented, up-to-date, and readily accessible to all
employees involved in the purchasing process?
• Do the purchasing policies and procedures align with industry best practices and legal requirements?
• Are there adequate controls in place to ensure compliance with the purchasing policies and procedures?
• Are the purchasing policies and procedures periodically reviewed and updated as necessary to reflect
changes in the business environment or regulatory requirements?
• Are employees trained on the purchasing policies and procedures and aware of their roles and
responsibilities in the process?
2. VENDOR SELECTION & MANAGEMENT
I. Vendor Selection
1. Vendor Registration
• Are vendors registered based on their capabilities, expertise, and experience?
• Is there a documented process for vendor selection?
• Is there a criteria set for vendor selection?
• Is there a vendor registered process for identifying risks associated with vendors?
2. Vendor Screening
Is there a vendor screening process to ensure vendors are reputable and reliable?
• Is a background check conducted for vendors?
• Is the vendor's financial stability evaluated before entering into a contract?
3. Contractual Obligations
• Are contracts signed with vendors reviewed by legal or contract management team?
• Are all contractual obligations clearly defined?
• Are vendor contracts reviewed annually or when significant changes occur?
4. Cost Analysis
• Is there a documented process for evaluating vendor costs?
• Is there a cost analysis process to ensure that the vendor pricing is reasonable and
competitive?
• Is there a process to renegotiate vendor contracts to ensure cost savings?
II. Vendor Management
1. Relationship Management
• Are vendor relationships managed by a designated person or team?
• Are there established communication channels for managing vendor relationships?
• Is there a process for managing vendor performance?
2. Contract Compliance
• Is there a process for monitoring vendor compliance with contractual obligations?
• Are vendor deliverables reviewed to ensure compliance with quality standards?
• Are vendors held accountable for not meeting contractual obligations?
3. Vendor Risk Management
• Are vendor risks identified and evaluated on a regular basis?
• Is there a vendor risk management process in place to manage and mitigate risks?
• Are vendors required to comply with security and privacy requirements?
4. Vendor Termination
• Is there a process for terminating vendor contracts when necessary?
• Are termination clauses included in vendor contracts?
• Is there a process for transitioning to new vendors or bringing services in-house?
3. PURCHASE ORDERS
1. Purchase Order Creation:
• Are all purchases authorized by the appropriate personnel?
• Are purchase orders created for all goods or services acquired?
• Is there a standardized purchase order template in use?
• Is the purchase order number unique and sequential?
• Is the purchase order date correct and consistent with the contract terms?
• Is the purchase order amount within the approved budget?
2. Purchase Order Content:
• Are the goods or services clearly described in the purchase order?
• Are the quantities, units of measure, and prices accurate and consistent with the
contract terms?
• Are the delivery dates and payment terms specified and consistent with the contract
terms?
• Are any special conditions, terms, or instructions adequately documented?
• Is the purchase order approved by authorized personnel?
• Is there evidence of approval, such as signatures or electronic approvals?
3. Approval Process:
• Is there an approval process for purchase orders in place?
• Are purchase orders approved by authorized personnel?
• Is there an approval matrix in place that outlines who can approve purchase orders
based on the amount?
• Is there adequate evidence of approval, such as signatures or electronic approvals?
• Are there any purchase orders that were not approved as per the approval matrix?
4. Vendor Management:
• Are vendors selected based on objective criteria such as price, quality, and delivery
time?
• Is there a vendor evaluation process in place to ensure that vendors meet quality and
delivery requirements?
• Is the purchase order amount within the authorized budget for the vendor?
• Are vendors paid in accordance with the payment terms specified in the purchase
order?
• Are there any conflicts of interest between the company and the vendors?
• Is there adequate documentation for all vendor transactions?
5. Purchase Order Records:
• Are purchase order records complete, accurate, and up-to-date?
• Are purchase order records stored securely and are they easily retrievable?
• Is there a system in place to track the status of purchase orders?
• Are there any unauthorized modifications made to purchase orders?
• Are there any gaps in the purchase order record-keeping process?
Prepared by:-
Checked by:-
Approved by:-
