The Full Supplier Audit Journey: From Vendor Survey to Final Inspection with SAM

Due to today’s sometimes confusing global supply chains, businesses are more focused on quality, compliance and ethical sourcing than ever before. Supplier audits have changed from a procedural box to an integral part of risk management and sustainable growth. At SAM (Sri Abhishek Merchandising), we have reinvented the supplier audit process to be comprehensive, transparent and data driven – from the vendor survey to the end inspection.

1. Vendor Identification and Pre-Qualification

Every successful supplier relationship begins with the right match. SAM’s audit process starts with vendor identification and pre-qualification, where potential suppliers are evaluated through detailed questionnaires and documentation reviews.

Our vendor survey assesses critical parameters such as:

• Company background and certifications
• Production capacity and capabilities
• Ethical and social compliance standards
• Environmental responsibility

This initial screening helps filter out unsuitable suppliers early, saving time and ensuring only reliable partners proceed to the next stage.

The first step toward any successful supplier relationship is the right fit. Awards Management evaluates potential vendors based on vendor identification and pre-qualification as the first step in an audit when SAM auditors conduct the field review for the vendor using questionnaires and documentation reviews.

Vendor Surveys review various important elements including:

• Vendor background and certifications

• Production process and capacity

• Ethical and socially compliant practices

• Environmental practices

The pre-qualification step gives us the ability to remove vendors that do not meet our prequalification criteria and save time, knowing we only look to partner with suitable vendors, who we will then disqualify and not continue to the next step.

2. Vendor Survey & Risk Assessment

Once vendors have confirmed prequalification, they will fill out a vendor survey that verifies what they stated to confirm its accuracy. At this point, SAM auditors will assess:

• Financial health
• Welfare practices
• Health & safety compliance
• Traceability of raw materials

The vendor survey assesses both qualitative and quantitative measures for our risk assessment model rating the vendor as low, medium, or high risk to inform and empower our clients to better data for sourcing decisions.

3. Factory Assessment In-Person

Following the completion of all previous documentation, SAM will schedule the on-site assessment or factory audit of the manufacturing facilities. This includes an on-site observation of the manufacturing facilities and equipment, along with the working and storage conditions of the facility.

Some of the primary things that will be looking for during the audit:

• Maintenance and calibration of the machinery
• The workflow
• The employees training and safety
• Waste and sustainability practices

To provide full transparency, our team will be reporting on and documenting the audit in real time, with digital reports, photos and summarized details of what is happening during the factory audit for your viewing beneath an encrypted dashboard. 

 4. Quality Management System Audit

A strong Quality Management System (QMS) is the heart of consistent product delivery. SAM’s auditors assess how suppliers manage:

• Incoming material inspections
• In-process quality control
• Final product testing
• Non-conformance handling and corrective actions

This phase verifies that suppliers not only meet specifications but also have the internal systems to maintain long-term quality.

5. Social & Ethical Compliance

In an age of responsible sourcing, the SAM supplier audit framework will ethically include social compliance to standards of:

• BCSI, SEDEX, and SA8000
• Local labor laws
• Anti-discrimination and fair wage practices
• Occupational health and safety

These audits will ensure that you! re holding all of your vendors in your supply chain accountable to the social and ethical commitments of your brand.

6. Technical Audit and Product Capability Assessment

Technical audits focus on product-specific capabilities. For example, in home décor and furniture manufacturing, we evaluate:

• Material specifications and finishing processes
• Product development and prototyping abilities
• Packaging and shipping standards

This assessment ensures that the supplier can deliver your desired product specifications at scale and within quality benchmarks.

7. Pre-Production and Inline Quality Inspection

Prior to production, SAM will conduct a pre-production audit or inspection for the purpose of confirming that all raw material, tools, and the first samples that are “off the die” meet the client’s standard and specification.

Inline occurs during production – confirming the compliance and good quality of production and an opportunity to resolve immediate issues.

The process allows opportunity to avoid costly rework and also provides the opportunity to assuage product quality.

8. Final Inspection and Confirmation for Shipment

Final inspection is the last step of the process and really the most important step.

The SAM team will assure inspection of:

• Random product samples to confirm compliance of packaging or product with authorized specification
• Child resistant packaging and proper labeling if applicable
• Functionality of product and overall presentation of product
• Amount of product produced

If all aspects of inspection and confirmation are passed, review and shipment are authorized.  This confirmation provides fulcrum assurance that the supplier has met the contract for quality, compliance and safety prior to exiting the facility.

9. Continuous Improvement and Development of Suppliers

At SAM, the audit process does not end with an audit report. As part of standard procedure we provide vendors with a performance feedback report that identifies nature of improvement. We then support vendors with normalization of improvement follow-up corrective action plans (CAP) and/or training. All focused on strengthening their internal system, with overall focus on continuous improvement and long-term supply chain relationships.

A well-executed vendor audit is more than checking a box for our regulatory compliance. It is an acknowledgment that the growth of an investment in quality, trust, and sustainability. SAM’s complete approach to audits, and survey to the end-inspection by a moderator, provides sourcing pieces with transparency and integrity.