Start protecting your company’s confidential and intellectural property today by requiring the companies that you do business with agree to a Non-Disclosure Agreement (NDA). If you do not have a Non-Disclosure Agreement (NDA), you can download a copy using the link provided.
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An Activity Analysis is a valuable tool for evaluating the workload and efficiency of purchasing positions, offering actionable insights into the alignment of assigned tasks with available work hours. By analyzing time spent on various procurement activities and comparing the results to the standard 2,080 hours per year, an Activity Analysis can identify whether a purchasing role is overburdened or underutilized.
For overburdened positions the excess workload can lead to critical tasks, such as strategic sourcing supplier negotiations and cost reduction initiatives, being deprioritized or left incomplete. This not only negatively impacts the organization’s ability to achieve cost savings, but also hinders the development of long-term supplier relationships and operational improvements. Conversely, underutilized roles may signal inefficiencies or opportunities to reallocate resources for greater impact.
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As businesses grow and the volume of transactions affecting company assets increases, it becomes critical to establish an agency doctrine to ensure efficient and consistent decision-making. When the complexity and frequency of transactions surpass the capacity of one or two individuals to effectively manage them, the absence of a clear framework can lead to delays, errors, or mismanagement of resources.
An agency doctrine provides a structured delegation of authority, empowering designated individuals to act on behalf of the company within predefined limits. This system ensures accountability, reduces bottlenecks, and enables faster decision-making. By clearly defining roles, responsibilities, and approval thresholds, the doctrine mitigates risks of unauthorized actions and financial exposure.
Implementing an agency doctrine also strengthens internal controls, improves operational efficiency, and aligns decision-making with organizational goals. Ultimately, it fosters a sustainable approach to managing transactions while safeguarding the company’s assets and supporting strategic growth.
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A comprehensive analysis of a company’s supply chain is essential to identify and mitigate inherent risks that could disrupt operations and impact revenue streams. Supply chains are increasingly complex, involving multiple suppliers, global sourcing, and unpredictable market conditions. Without proactive risk assessment, companies expose themselves to vulnerabilities such as supplier failures, material shortages, transportation delays, or geopolitical events.
Analyzing the supply chain involves evaluating supplier reliability, identifying single points of failure, and assessing dependencies on volatile markets. This process allows companies to implement strategies such as diversifying suppliers, maintaining safety stock, and adopting robust contingency plans. Additionally, risk analysis enhances visibility across the supply chain, enabling real-time decision-making to address potential disruptions swiftly.
By investing in supply chain risk analysis, businesses can safeguard operations, maintain customer satisfaction, and ensure long-term revenue stability, making it a cornerstone of resilient and sustainable supply chain management.
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A Chart of Accounts is a structured listing of all financial accounts used by a business to record transactions in the general ledger.
The COA typically organizes accounts into primary categories correlated to various parts of the business such as Assets, Liabilities, Equity, Revenue and Expenses to categorize and track financial transactions.
The COA helps ensure businesses are conforming to accounting standards, such as Generally Accepted Accounting Principles (GAAP) and the Financial Accounting Standards Board (FASB).
If you are just starting your business and need an illustration of a Chart of Accounts to get started, you can find an example by clinking the link below.
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Authorization to Commiting Company Funds Table establishes clear rules about who within a company has the authority and at what level to act on its behalf—such as signing contracts, committing funds, or making binding decisions. More importantly, it helps employees undertand the approval process so they can avoid making costly mistakes for the company and any disciplinary actions that might result.
What does it accomplish?
- Defines authority: Clarifies who can act for the company in specific roles or transactions.
- Reduces risk: Prevents unauthorized commitments or legal liabilities.
- Improves control: Aligns decision-making with corporate strategy and financial oversight.
- Supports scalability: Enables structured delegation as the company grows.
What does it accomplish?
Without this document in place, employees may make decisions without or beyond their authority, leading to unauthorized deals, legal exposure, and financial loss.
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A Non-Disclosure Agreement (NDA) is a contract protecting a company when sharing confidential information or intellectual property (IP) with external parties and in this manner helps them maintain a competitive edge while conducting operations and partnering with other businesses.
If you need an illustration of a Non-Disclosure Agreement (NDA) form, you can download a Unilateral or Bilaterial copy using the link provided.
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A ‘Goods Received Note’ (GRN) is a document used to inform departments that products or ‘Goods’ have arrived at a company. Alternatively, a Receiving Log can be used in the same manner.
The Receiving department forwards a GRN or Receiving log to those departments that need information about the arrival of goods. This can be very efficient if used with a Cloud-based network, i.e., a ‘read only’ copy is posted to the server and any department that needs access can view updates made in real time.
This form comes with three Tabs on the form, i.e., a Tab with a blank form, a Tab Identifying each field on the form, and a Tab defining the information that should be entered in each field.
If you need an illustration of the information on a GRN or Receiving Log, you can download a copy of a Daily Receiving Log using the link below.
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The Unilateral Non-Disclosure Agreement (NDA) is a contract protecting a company when sharing confidential information or intellectual property (IP) with external parties and in this manner helps them maintain a competitive edge while conducting operations and partnering with other businesses.
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A Pareto Analysis is an effective tool for identifying cost-saving opportunities in both direct and indirect ‘spend.’ By applying the 80/20 rule, companies can focus on the top 20% of categories or suppliers that drive 80% of total spend.
This targeted approach helps prioritize sourcing efforts, renegotiations, and process improvements where they will have the greatest financial impact. For direct spend, it highlights high-cost materials; for indirect spend, it uncovers inefficiencies and standardization opportunities.
The result is a more strategic allocation of resources, enabling procurement teams to reduce costs and improve performance with data-driven decision-making.
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Occasionally a Buyer (Customer) may need to request a ‘change’ to a Purchase Order contract with a Seller (Supplier / Vendor). This requires that the Buyer issue a ‘Purchase Order Change’ to the Seller.
It is important to review the supplier’s response to the Purchase Order Change and ensure that the Seller has agreed to all original specifications and Terms and Conditions other than the ‘changes.’
If you do not have a Purchase Order Change form, and need an illustration, you can download a copy using the link below.
This Excel form comes with three Tabs on the form, i.e., a Tab with a blank form, a Tab Identifying each field on the form and a Tab defining the information to be entered in each field.
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A purchase order (PO) is a legal document issued by a buyer (customer) to buy goods or services from a seller (supplier). The PO Form contains details of the purchase, e.g., specifications, quantities, delivery, and price.
When the seller returns an acknowledgement (or acceptance) of the PO form, the buyer should carefully review the acknowledgement to ensure the seller agrees to all specifications, quantities, delivery, and terms and conditions before ‘accepting’ their acknowledgement and forming a contract.
If you do not have a purchase order form and need an illustration of one, you can download a copy using the link below.
This Excel form comes with three Tabs on the form, i.e., a Tab with a blank form, a Tab Identifying each field on the form and a Tab defining the information to be entered in each field.
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Purchase Order Ts and Cs (Terms and Conditions) should accompany any purchase order sent to a supplier to establish clear and enforceable contractual expectations between the buyer and supplier.
These Ts and Cs serve as the contractual foundation for the transaction, protecting the company from risks such as late deliveries, non-conforming goods, price changes, or disputes over payment terms. Without them, suppliers may default to their own terms, which often favor the seller.
Including the Ts and Cs ensures alignment on delivery schedules, warranties, liability, intellectual property, and compliance with laws. This practice minimizes misunderstandings and legal exposure while promoting consistent, professional procurement operations.
Ultimately, it safeguards the company’s interests and supports stronger supplier relationships by setting fair and transparent standards from the outset.
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Documenting and tracking Purchase Price Variances (PPV) is a critical practice for businesses managing the procurement of raw materials and components. PPV represents the difference between the standard cost and the actual purchase price of materials, providing valuable insights into cost control and supplier performance. Regularly tracking these variances enables companies to identify trends, such as price increases due to market fluctuations, supplier inefficiencies, or changes in material availability.
By maintaining detailed records of PPV, businesses can better evaluate supplier reliability, negotiate favorable terms, and implement cost-saving strategies. Accurate PPV tracking also supports budgeting and financial forecasting, ensuring alignment with organizational goals. Furthermore, it highlights opportunities for strategic sourcing and identifies risks, such as dependency on volatile suppliers or commodities.
Ultimately, documenting and analyzing PPV enhances a company’s ability to optimize procurement processes, strengthen supply chain resilience, and improve overall profitability.
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The Purchase Requisition is a tool used by companies to organize, control, and manage the purchase of goods and services. When combined with the company’s quotation process, it provides advantages that include,
- Reducing raw material and service costs through competition,
- Streamlining the Purchasing process saving time and money, and
- Providing records supporting internal and external financial audits.
If you do not have a Purchase Requisition you can download a copy using the link below.
This Excel form comes with three Tabs on the form, i.e., a Tab with a blank form, a Tab Identifying each field on the form and a Tab defining the information to be entered in each field.
$99.95
A Purchasing Record or Buy Card is an invaluable tool for tracking the purchasing history of raw materials and expense items. By maintaining detailed records of past transactions, including quantities, costs, supplier information, and delivery timelines, this resource provides the Purchasing department with a quick reference for sourcing and making repeat purchases.
Having access to a comprehensive history saves significant time by eliminating the need to research or renegotiate recurring purchases. It enhances decision-making by providing critical data for supplier evaluation, cost comparisons, and identifying opportunities for consolidation or bulk discounts.
Furthermore, a Purchasing Record promotes consistency and accuracy, reducing the likelihood of errors or delays in procurement. It also streamlines collaboration among team members by serving as a shared knowledge base. By simplifying the purchasing process and enabling efficient sourcing, a well-maintained Purchasing Record contributes to cost savings and improved operational efficiency.
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A Purchasing Requisition Log is an essential tool for organizing, controlling, and managing requisitions, ensuring that raw materials and overhead purchases are executed efficiently and effectively. Without a centralized log, businesses risk delays, miscommunication, and errors in the procurement process, which can disrupt production timelines and increase costs.
The log provides a structured method to record and track requisitions, documenting the actions taken, timelines for purchase approvals, and delivery statuses. By consolidating this information in one place, it enhances visibility across the procurement workflow and enables timely feedback to requesters.
Additionally, a well-maintained log supports accountability by clearly defining responsibilities and tracking progress. It also serves as a valuable reference for auditing, budgeting, and identifying bottlenecks in the purchasing process.
Implementing a Purchasing Requisition Log streamlines procurement operations, improves collaboration, and ensures that materials and overhead purchases align with business needs and timelines.
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A ‘Request for a Proposal’ (RFP) is a strategic business tool used to communicate the needs for product(s) or service(s) in an organized and structured fashion to Sellers (Suppliers).
An ‘RFP’ provides suppliers with project scope, deliverables, timelines, and much more.
The bottom line, a robust RFP process helps organize and streamline the procurement process when quoting projects and is very helpful when competing the company’s business among different sources.
If you need an illustration of a Request for Proposal (RFP) outline, you can download a copy using the link below.
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A Request for Quotation (RFQ) is a form used by a Buyer (Customer) to determine what it will cost to purchase goods or services from Sellers (Suppliers).
The Buyer provides all details and specific requirements for the goods or services to a supplier, including specifications drawings quantities, etc. and requests a written quotation.
If you need an illustration of an RFQ form to get started, you can download a copy using the link below.
This form comes with three Tabs on the form, i.e., a Tab with a blank Form, a Tab Identifying the fields on the form and a Tab defining the information that should be entered in each field.
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After the sale of goods and services, the seller sends customers a sales invoice, i.e., a legal document outlining obligations of both parties such as the amount due, payment terms, etc.
In addition, companies use sale invoices to build, monitor and manage accounts receivable as well as developing strategies for future products.
This Excel form comes with three Tabs on the form, i.e., a Tab with a blank Form, a Tab Identifying the fields on the form and a Tab defining the information that should be entered in each field.
If you do not have a sales invoice and need an example to get started, you can download a copy using the link below.
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A Self Assessment Supplier Survey is typically required when reviewing a new source of supply. Manufacturing and service companies typically request potential suppliers to complete a Supplier Self Assessment Survey to begin the process of evaluating a supplier’s ability to consistently deliver products or services that meet quality and reliability standards.
The survey assesses critical areas such as,
- Quality System
- Management including commitment, customer focus, the quality policy, etc.
- Resource Management
- Product Realization, Design and Development, Purchasing, Production & Control of Monitoring and Measuring systems
- Measurement, Analysis, and Improvement
By reviewing these areas, the company can identify risks, ensure regulatory and customer requirements are met, and determine the supplier’s alignment with continuous improvement practices. This can be only the first step in approving them as a qualified supplier. There may be a need for additional evaluation that could include a site visit by the company’s management team.
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Supplier management includes monitoring, recording, and assessing supplier performance and reporting that performance to suppliers.
Key steps in this process include identifying key suppliers and performance categories, defining the scoring methodology that includes ‘weighting’ categories, evaluating and recording supplier scores, and reporting these performance evaluations to the supplier at regular intervals.
If you do not have a Supplier Performance Scorecard and would like an example, you can download a copy using the link below.
There are two documents in this link. One of the copies is blank and the other copy is completed as an example. The scorecard also has the ‘quality and business’ scores methodology defined.
