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The AMA Handbook of Due Diligence by Andrew J. Sherman, William M. Crilly

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ENTITY Form 12-13
REF.
PREPARED BY REVIEWED BY
REVISION DATE SECTION PAGE
298
CHARACTERISTICS OF MAJOR SUPPLIERS (Continued)
TEN LARGEST DOLLAR VOLUME SUPPLIERS PER FORM 12-13
SUPPLIER FINANCIAL
CONDITION
PAYMENT DISCOUNT
CASH/10 DAYS/30 DAYS
OTHER COMMENTS
[ 1]
[ 2]
[ 3]
[ 4]
[ 5]
[ 6]
[ 7]
[ 8]
[ 9]
[10]
ENTITY Form 12-14
299
REF.
PREPARED BY REVIEWED BY
REVISION DATE SECTION PAGE
SUMMARY OF LARGEST OUTSTANDING PURCHASE ORDERS
Please provide the following information on all outstanding purchase orders in excess of $ _______.
STATUS OF EXISTING PURCHASE ORDERS (1)
SUPPLIER
(PURCHASE ORDER NUMBER)
DATE OF
PURCHASE
ORDER
DATE TO
BE
DELIVERED
DOLLAR
VALUE
($000)
MATERIALS ORDERED
[ 1] $
[ 2]
[ 3]
[ 4]
[ 5]
[ 6]
[ 7]
[ 8]
[ 9]
[10]
[11]
[12]
Note: (1) Does not include purchase contracts, see Form 12-15.
ENTITY Form 12-15
REF.
PREPARED BY REVIEWED BY
REVISION DATE SECTION PAGE
300
SUMMARY OF LARGEST OUTSTANDING PURCHASE CONTRACTS
STATUS OF EXISTING PURCHASE CONTRACTS (1)
SUPPLIER
(CONTRACT NUMBER)
TYPE OF
CONTRACT
(2)
DOLLAR
VALUE
($000)
MONTHS TO
GO /
TOTAL
MONTHS
MATERIALS SUPPLIED
[ 1] $
[ 2]
[ 3]
[ 4]
[ 5]
[ 6]
[ 7]
[ 8]
[ 9]
[10]
[11]
[12]
Note: (1) Does not include routine purchase orders.
(2) FQ/PS = Fixed quantity per schedule, FQ/AR = Fixed quantity as required, OO/AR = Open order as
required.
ENTITY Form 12-16
301
REF.
PREPARED BY REVIEWED BY
REVISION DATE SECTION PAGE
PURCHASING POLICIES AND PROCEDURES
POLICY RESPONSE
What are the limits of purchase approval, in dollar
terms, for the various levels of personnel within the
purchasing organization?
Are purchase commitments for certain critical
materials subject to higher level review, regardless of
dollar value? If so, what types of materials are
involved?
How are purchases against “open” or “standing”
purchase orders controlled?
Approximately what percent of the dollar value of
purchases are solicited by competitive bids?
What types of materials are generally purchased under
competitive bidding?
Approximately what percent of the dollar value of
purchases are awarded under negotiated contracts?
What types of materials are generally purchased on a
negotiated bid basis?
Does the entity routinely take its payment discounts?
If the entity has two or more divisions, are
requirements “pooled” in a centralized purchasing
organization or does each division have its own
purchasing organization?
When multiple products are ordered from the same
supplier, does the entity request a volume discount on
the total amount of the purchases?
Is it company policy to maintain at least two sources of
supply for most purchased items?
What are the exceptions, if any, to this policy?
What is the entity’s policy with respect to purchasing
personnel accepting such gratuities as meals, tickets
to entertainment events, free transportation, Christmas
presents, etc?
Does the entity periodically circulate a Conflict Of
Interest Policy Statement to purchasing personnel for
their endorsement?
Does the entity periodically circulate a Conflict Of
Interest Policy Statement to suppliers, soliciting their
cooperation?
ENTITY Form 12-16
REF.
PREPARED BY REVIEWED BY
REVISION DATE SECTION PAGE
302
PURCHASING POLICIES AND PROCEDURES (Continued)
POLICY RESPONSE

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