Purchasing and Inventory Controls


Purchasing controls over inventory and expenses are a critical part of operating any organization. Using specific control forms will lower your fraud risks on unauthorized purchases and inventory theft allowing your business to maintain a positive cash flow.



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Vitalics is a small business internal control program that provides all the tools to easily set up and implement your company’s controls.  Vitalics contains over 140 already created yet customizable internal control forms, checklists and templates in a desktop application.  Vitalics forms are also available separately.   Whether you are a business owner, office manager, bookkeeper or accountant, Vitalics will provide you the reassurance that your work or your company assets are protected.


A skimming scheme is one of the most difficult schemes to prove because the money leaves the victim organization before it is recorded on the books. There is usually a manipulated sales receipt or customer invoice or an adjustment to inventory in order to force this scheme to balance to the books. Purchasing and inventory controls will reduce the fraud risks within your organization.


Types of Schemes in Purchasing

A conflict of interest is when employees, managers or executives put their personal interest above the company’s interest usually resulting in an adverse affect on the victim organization.

The most common inventory fraud scheme is that in which an employee is stealing inventory for their own personal use or gain. With weak inventory and purchasing controls, employees can manipulate the records to force inventory counts while they are removing inventory from the victim organization. It is also common for those employees to re-sell those items on Ebay and Craigslist.

A bid rigging scheme is a collusive fraud where an employee helps a vendor illegally obtain a contract that was supposed to involve competitive bidding. Although this happens frequently in construction it is also common for materials in manufacturing or retail as well.

Kickback Fraud is perpetrated by an employee and the employee’s vendor or customer. It usually involves the employee buying goods or services at an overstated price then personally receiving the difference.

Helpful suggestions

Purchaser Approval Forms
When an employee has authority in the purchasing department it is important that the owner or manager review and approve the orders as well. Verifying changes in cost and quality of goods will protect the organization from purchasing schemes.

Physical Inventory Counts
Have another person verify a physical inventory count even if it is an owner. It is crucial in preventing inflated counts. All physical inventory counts must be signed and dated by the employee who conducted the count and then signed and dated by the person approving the count.

Set Guildelines on Vendor Relationships
If you have employees that seem to be unusually close with vendors this could be a sign of a fraud scheme in the making. Set company policies as to what is acceptable for your employees and their interaction with vendors and even customers.

Set Purchasing Limits
It is a good idea to set a specific limit for anyone with the authority to purchase goods or hire service contractors within your organization. Anything over a specific dollar amount should require additional approval from an owner, director, officer or qualified manager.

Purchasing & Inventory Internal Control Forms

  • Purchasing and Inventory Internal Control Forms

      Disposition of inventory form

      Inventory access by personnel form

      Inventory checklist

      Inventory reconciliation form

      Inventory transfer of location form

      Inventory valuation listing

      Lost or stolen inventory form

      Physical inventory count form

      Purchase order checklist

      Purchase order reconciliation form

  • Vitalics Internal Control Forms Bundle List

  • Internal Control Reports

      Company organizational chart

      Internal control program detailed

      Internal control program basic

      Risk assessment form

    Notes Memos and Corporate Forms

      Accounting work in progress form


      Minutes of the meeting log sheet

      Minutes of the meeting template

    Accounts Payable Internal Control Forms List

      Accounts Payable Check Run Form

      Accounts Payable Checklist 12 Month

      Accounts Payable Checklist

      Accounts Payable Reconciliation Form

      Accounts Payable Month End Checklist

      Accounts Payable Month End Checklist 12 Month

      Approved Vendor List Form

      Automatic Payment Update Form

      Automatic Payment Form

      Automatic Payment List

      Change in Vendor Form

      Check Request Form

      Credit Card Reconciliation Checklist 12 Month

      Credit Card Reconciliation Checklist

      Current Vendor Review Checklist 12 Month

      Current Vendor Review Checklist

      Employee Credit Card Request Form

      Expense Reimbursement Checklist 12 Month

      Expense Reimbursement Checklist

      Expense Reimbursement Form

      Manual Check Payment Checklist

      Manual Check Payment Checklist 12 Month

      Missing Receipt Form

      New Vendor Checklist 12 Month

      New Vendor Checklist

      New Vendor Request Form

      Receipt of Vendor Refund

      Rejection of Vendor Invoice

      Vendor Application

      Vendor Black List

      Vendor Over Payment Notice

      Wire Transfer Request Form

    Financial Reporting Internal Control Forms

      Authorization to condense computer data form

      Bank reconciliation checklist

      Bank reconciliation checklist 12 month

      Cash flow reconciliation form

      Journal entry checklist 12 month

      Journal entry form

      Month end checklist

      Owner checklist

      Profit and loss horizontal analysis

      Password file

      Ratio analysis template

      Year end checklist

      Sales tax bad debt summary form

      Year end W9 1099 list

    Human Resources and Payroll Internal Control Forms

      Authorization for background and credit check

      Employee handbook

      Fraud policy

      Human resource checklist

      Human resource checklist 12 month

      Job description form

      New hire form

      Termination of employment form

      Employment contract template

      Change in employee payroll information form

      Employee advance request form

      Employee roster template

      Payroll checklist

      Payroll checklist 12 month

      Payroll disbursement form

      Payroll reconciliation form

      Payroll month end reconciliation form

      Probationary period agreement template

    Cash Banking and Assets Internal Control Forms

      Asset reconciliation form

      Disposition of fixed asset form

      Fixed asset checklist

      Fixed asset checklist 12 month

      Fixed asset listing form

      Fixed asset payment request form

      Fixed asset purchase form

      Fixed asset transfer of location form

      Lost or stolen asset form

      Sale of fixed asset form

      Bank deposit checklist

      Bank reconciliation approval form

      Bank reconciliation template form

      Un-cleared check list

      Un-cleared deposit list

      Cash drawer reconciliation form

      Cash sales checklist

      Credit card reconciliation approval form

      Petty cash checklist 12 month

      Petty cash journal

      Petty cash reconciliation form

    Accounts Receivable Internal Control Forms

      Accounts Receivable Internal Control Forms

      Accounts receivable checklist

      Accounts receivable checklist 12 month

      Accounts receivable deposit form

      Accounts receivable reconciliation form

      Accounts receivable credit card payment deposit form

      Bad debt request form

      Change in customer information form

      Credit card payment authorization form

      Current customer review checklist 12 month form

      Current customer review checklist

      Customer outside collections forms

      Customer credit application

      Customer black list form

      Customer collection list form

      Customer lost payment form

      Daily cash receipts form

      New customer checklist form

      New customer checklist 12 month

      New customer form

      Personal guarantee template

      Returned customer payment form

      Sales commission request form

      Sales tax bad debt summary

      Weekly sales form

    Purchasing and Inventory Internal Control Forms

      Disposition of inventory form

      Inventory access by personnel form

      Inventory checklist

      Inventory reconciliation form

      Inventory transfer of location form

      Inventory valuation listing

      Lost or stolen inventory form

      Physical inventory count form

      Purchase order checklist

      Purchase order reconciliation form