Export audit made effortlessly

Export audit made effortlessly

This is your Auditor speaking, happy Friday to you.

“Of the total 3600 shipments sent last year, please explain why in 2796 cases, export vendors with lowest quotes were ignored to give export orders to vendors who quoted higher prices.

Please explain what kind of negotiations were done with the vendors for these 2796 shipment orders and disclose if any of the vendors who received the orders were known to you in a personal capacity. 

Please send your response with copies of relevant documents by Sunday evening, so the same can be attended to on Monday morning.”

Now, who loves an audit? Except for Auditors of course.

In an import/export business where for each inquiry one needs to deal with multiple vendors, maintain multiple rate sheets, comparisons sheets of actual versus contracted rates, compile approval documents, reports and whatnot, this work is such a hassle that generally people are not able to maintain cent percent accuracy. 

Then at the time of audits, revisiting the past matrix of sheets and notes requires a mammoth investment of time and money both from the team and auditors. Time can be as high as 250 man-hours annually. And as usual, despite all the digging, Auditor would ask for the details that couldn’t be found. These folks for sure have a sixth sense.

But there’s one more set of professionals who don’t mind audits. Ones who use GoComet to manage their logistics process. Audits are a piece of cake for them. Or let’s say “peace” of cake.

So why GoComet users aren’t perturbed by audit? Here’s why:

Your biggest audit worries would come from selecting a vendor whose quote wasn’t the lowest. Naturally, everyone wants to know why you overlooked a better rate and opted to do business with an expensive supplier.

If you’re using GoComet, every time you selected a non-L1 vendor to give order to, your GoComet workflow forced you to put a note clearly explaining why the exception. Yes, the one that you thought was an additional step in the way.

That step was for this day, my friend. So if your Auditor is right, you wrote 2796 exception notes for audit compliances last year and your records are a click away.

Here’s what you’d write back to your Auditor friend:

“Dear Sir,

It was indeed a pleasure reading your note about the 2796 cases of exports where the lowest price vendor wasn’t selected to do business with. In the selection of vendors, the price quote is one of the decision criteria, most important but not the only one.

There are other factors that often become compelling reasons for ignoring the lowest priced vendor. That’s what happened in these 2796 cases last year.

For each of the cases, the compliance report captures the reasons well, the reasons have been duly recorded and approved by appropriate authorities.

I am sharing with you the access details of our GoComet platform that we use to manage our logistics process, you’d find all the compliance notes in a few clicks. You can also export audit reports and simplify the inspection process without any manual intervention.

Though the GoComet platform is very simple to use, if you require any further assistance, I am a phone call away. 

You have a great Friday evening and an awesome weekend, Sir.”

GoComet keeps you compliant.

With GoComet, exporters/importers don’t need to be worried about maintaining any pre-shipment data whatsoever. Over and above this, all activity logs are also maintained to further make audits reports completely effortless.

During the periodic audits, just giving the access of this user-friendly platform to the auditor. or you can export audit reports and send them to the auditor. Consider the audit done.

How easy is it to adopt GoComet?

The implementation of GoComet is very fast, owing to its simple and intuitive user interface.  The training time can be as less as one day, executed swiftly and efficiently by a specialized operations team. GoComet automates and digitizes the logistics process.

Also, check out Freight Index and Sailing Schedule modules.