This checklist follows purchasing from the key suppliers list through orders and incoming checks to supplier performance.
Prepared using the F-Q2A Audit Checklist form template.
The file is supplied in fully editable MS Word format and can be easily customised, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Checklist number and title
- Information-classification
- Version
- Page number / total pages
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Purchasing and Outsourced Services Audit Checklist Template
A process audit checklist for auditing purchasing and outsourced services: the key suppliers list and how suppliers are appraised, purchase orders and the information given to suppliers, checks on what is received, and the control of outsourced processes. It is set out on the F-Q2A Audit Checklist format, with the scope, criteria, site, participants, auditor and date recorded at the top, and each question alongside the auditee and the evidence viewed, response and findings.
Questions Covered
- Whether there is an up to date key suppliers list showing what each key supplier is approved to supply
- The controls that keep purchases affecting products, services or the management system to approved key suppliers
- How new key suppliers are appraised before being added to the list
- Whether memberships or certifications are required of suppliers and service providers, and how it is checked that they are kept up
- How supplier performance is monitored and reviewed
- Whether purchasing is controlled and purchase orders completed correctly
- Whether the information given to suppliers covers the products and services required, approvals, competence and qualifications, how their performance will be monitored, and any checks at their premises
- What checks are made on incoming materials and supplied services, and how the results reach purchasing
- What happens when an issue is found with a supplied product or service
- How outsourced processes and services are controlled, with the type and extent of control based on their potential impact on meeting customer and legal requirements
Carrying Out the Audit
Sample a few recent purchase orders and check each supplier is on the key suppliers list for what was bought, and that the order gave them the information they needed. Picking a supplier with a recent problem shows how issues are raised with them and whether it was reflected in their performance review.
Planning the Audit
Have the key suppliers list, a selection of recent purchase orders and the latest supplier performance records to hand.
Included in the ISO Toolkits
This checklist is part of the ISO 9001 Toolkit and is also included in the ISO 14001, ISO 45001, ISO 27001 and ISO 22301 toolkits, including the integrated toolkits that combine them.
Related Documents
Documents that work alongside this checklist:
Part of the Process Audit Checklists
This is one of the alphaZ process audit checklists, each covering a single area of the management system, so audits can be spread across the year using the ER11 Audit Schedule. The completed checklist becomes the record of the audit, and the results can be written up using the F-Q31 Audit Report.
Using the Findings
Purchases from unapproved suppliers, or suppliers whose certifications have lapsed, are raised as actions, and supplier issues feed into their next performance review.
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