In general, compliance means the action or fact of complying with a wish or command, and procurement means the act of obtaining something. So what does it mean by procurement compliance or compliance in procurement? Well, the answer is quite simple! It is to ensure all spending flows through a company-approved policy.
Compliance in a procurement process involves planning, formulating, and applying organization spending management processes. Compliance is an essential part of every organization’s risk management strategy.
It ensures that buyers, suppliers, employees, and everyone involved in the business stick to the terms and policies described in their contracts, essential to protect an organization from fraud, corruption, and rogue spending.
Moreover, there are different types of compliance in the procurement process: savings compliance, price and discount compliance, bonus payment compliance, inflation impact, and currency impact.
These are procurement-related compliance areas that every organization goes through. If you are still wondering why there is so much hype over compliance in the procurement process and why it is so essential, continue reading!
Benefits of procurement compliance for an organization
The role of effective procurement compliance within an organization is like ensuring your employees adhere to the established procedures and enforce policies for ordering and approvals.
Just like suppliers meet central, state, and local purchasing regulations regarding the raw materials you use to produce the products you sell. Whatever your industry or business goals, bringing compliance in procurement can benefit your business in several ways.
Investigating suppliers or partners
Sometimes investigating the suppliers or potential partners can be a challenge. It is said that each party involved must adhere to the very compliance clause mentioned in the contracts to avoid risks or penalties against non-compliance. Therefore, organizations must incorporate compliance clauses in every contract rather than sticking to procedures and payments.
Remember that streamlined internal control and best-in-class practices are the only way to effective procurement compliance. Moreover, experts say the standardized procurement processes are a way to reduce gaps for illicit acts and curtail the actions of malicious people who wish to take advantage of your organization’s detriment.
Hence, once you have analyzed and evaluated your business processes and identified the weaknesses, it is crucial to implement actions that aim to improve your compliance processes, adjust routines, and enforce the latest laws and norms.
Performing regular audit
It is a well-known fact that regular audits are crucial in the procurement industry as it helps identify weaknesses and potential risks for the businesses. And to improve compliance in your business, doing what you can do is:
- Perform regular audits of the vendors to protect your business.
- Avoid giving unnecessary gifts to your suppliers.
- Ensure quality control standards that will help you avoid fiscal irregularities and tax offenses.
- Improve your control over procured items and make sure that they are following the contract clause.
Ensuring quality levels
You can benchmark a quality standard for the goods and the procedures involved in their manufacturing. For example, an item can be labeled as “good quality” only if the raw material and technique used to manufacture that item sticks to that label and are of excellent quality.
Ensuring partnerships with supplier
It is crucial to implement a regular revision and verification process to ensure healthy and transparent relationships with suppliers. Moreover, this has to be transparent and efficient so that each party is content to adhere to the said compliance in procurement.
Further, this would help you evaluate the performance of the suppliers and whether or not they comply with your specific business requirements.