National Account Bid Documentation Audit

Inspection template for reviewing auto parts national account bid documentation, with emphasis on pricing matrix accuracy, required compliance references, and supporting bid records.

Inspection Details

• Bid package identified with customer, account number, and review date
  Record the customer name, national account identifier, and date of inspection.
• Review scope confirmed for pricing matrix and supporting documentation
  Confirm the audit scope includes the pricing matrix, approvals, and required supporting records.
• Bid version and revision history available
  Verify the current bid version is identified and prior revisions are traceable.

Pricing Matrix Accuracy

• Pricing matrix matches approved rate sheet or source pricing file
  Verify all bid prices align to the approved source document with no unexplained variances.
• Discounts, rebates, and promotional allowances are clearly stated
  Confirm all customer-facing discounts and allowances are documented and applied consistently.
• Extended pricing calculations are mathematically accurate
  Check unit price, quantity, and extension calculations for accuracy.
• Price exceptions or overrides are documented with approval
  Identify any non-standard pricing and confirm documented approval exists.
• Currency, units of measure, and pack sizes are consistent
  Verify the matrix uses consistent currency, UOM, and pack assumptions across all line items.

Compliance and Control Checks

• Required compliance references are included where applicable
  Select the standards or references documented in the bid package.
• Vendor remittance and payment instructions are verified
  Confirm remittance details are accurate and approved to reduce payment control risk.
• Credit balances and customer credits are addressed
  Verify any credit balances are identified, documented, and handled according to policy.
• Approval chain and sign-off authority are documented
  Confirm the bid includes required approvals from authorized reviewers.

Supporting Documentation

• Pricing assumptions and exclusions are documented
  Verify assumptions, exclusions, and scope limitations are clearly stated.
• Inspection checklist or bid checklist completed
  Confirm the required internal checklist is completed and attached to the package.
• Backup calculations or pricing workbook retained
  Verify supporting calculations are retained for audit traceability.
• Supporting documents are legible, complete, and version-controlled
  Check that all attachments are readable, complete, and match the current bid version.

Risk, Continuity, and Final Sign-Off

• Disaster recovery or business continuity considerations documented
  Verify continuity expectations are addressed where required by the customer or contract.
• Open deficiencies recorded with corrective actions
  Document any non-conformances, owners, and due dates for remediation.
• Inspector overall conclusion
  Select the final audit outcome.
• Inspector signature
  Signature of the reviewer completing the audit.