What belongs in a vendor contract audit pack

Auditors spend more time waiting for missing amendments than testing invoice lines. A complete pack shortens fieldwork and keeps findings defensible when suppliers push back.

Start with the living agreement

Collect the current master service agreement or purchase framework, every numbered amendment, and any side letter that changes rates or service windows. Bilingual schedules common in Taiwan contracts should sit beside the version your AP team actually uses — mismatches between language versions are a frequent source of silent drift.

Add the commercial schedules

Rate cards, volume tiers, rebate ladders, and fuel or commodity indexes belong in the same folder. If a schedule was “updated by email,” print the thread and treat it as provisional until counsel confirms status.

Remittance evidence

Export twelve to thirty-six months of AP history for the named vendors: invoice number, amount, payment date, and purchase-order reference. Include credit notes. Without credits, overcharge calculations inflate.

Receiving and ticket records

Goods receipts and closed service tickets explain why an invoice exists. Missing GRNs often explain “duplicates” that were really late receipts, not fraud.

One liaison

Name a person who can unlock share rooms and answer where paper originals live. Split ownership across five departments is the fastest way to stall a Taichung-based engagement that otherwise could finish inside a quarter.