Platform
How the audit system works, and why it is set up differently for each company
One tamper-evident record underneath. What you report, to whom, how often and under which approvals is configured to your organisation, because no single audit set-up fits every company.
Mechanics
From event to evidence
1. An event happens
A buyer publishes a requirement, a supplier submits a quote, an approver signs off, or an identity is revealed.
2. The database records it
A database trigger writes the audit row at the moment of the change. The browser cannot skip or forge it.
3. Entries are chained
Each entry carries a fingerprint that includes the one before, so a changed past entry breaks every later link.
4. Nobody can edit it
No user account can edit or delete audit rows. A correction is a new entry; the original stays visible.
5. Evidence on your cycle
The record is kept continuously and issued as a pack at the interval your governance calendar needs.
What is recorded
The events in the record
- Requirement versions and the reason for each change.
- Which suppliers a request was released to.
- Quote submissions and revisions, with timestamps.
- Conformance assessments and recorded exclusion reasons.
- Approvals against your approval limits, with approver commentary.
- Award decisions and authorised identity reveals.
Set it up for your organisation
Choose the profile closest to yours
These profiles are starting suggestions written by VEYRA, not agreed policy. Your own policy and legal advice decide the final set-up.
Small business
A simple, readable record of who asked for what, which quotes came back and who approved the choice.
- Evidence pack
- Quarterly (suggested)
- Approvals
- One named approver
- Who views it
- Owner and one reviewer
- Export
- PDF summary and CSV
- Retention
- Set per agreement
What the record should show
- Each request and the quotes received are recorded with dates.
- The approver and their reason are attached to the award.
- A quarterly summary is enough for the owner, accountant or lender.
What your organisation decides
- Who the approver is
- How long you keep records for tax and contract purposes
Side by side
How requirements differ
| Organisation | Evidence pack | Approvals | Who views | Retention |
|---|---|---|---|---|
| Small business | Quarterly (suggested) | One named approver | Owner and one reviewer | Set per agreement |
| Medium business | Half-yearly (suggested) | Delegated limits by value, countersignature above a threshold | Procurement lead, finance, internal reviewer | Set per agreement |
| Large / Tier 1 enterprise | Monthly (suggested) | Multi-step chain with segregation of duties | Internal audit, risk, finance, category leads | Set per agreement |
| Government / public sector | Annual external-audit pack plus on-request extracts (suggested) | Delegations under the agency's own instrument | Procurement, probity adviser, internal audit, external auditor | Set by the agency |
| NDIS / regulated provider | Quarterly (suggested) | Named responsible manager plus finance | Responsible manager, compliance lead, finance | Set per agreement |
| Mining / resources master-contract buyer | Monthly or quarterly (suggested) | Delegated chain tied to the master contract | Contract manager, procurement, internal audit | Set per agreement |
Responsibilities
What VEYRA does, and what you decide
VEYRA
- Writes the audit record at the moment of change.
- Keeps it unalterable by user accounts and separated by organisation.
- Issues evidence packs on the interval you choose.
Your organisation
- Sets approval limits, delegations and exception rules.
- Sets retention to meet your own legal and contractual duties.
- Decides who may view the trail and how it is sampled.
VEYRA provides the procurement evidence record. It does not certify compliance with any statutory or contractual obligation, and retention periods are agreed per customer, not fixed here. Platform control statuses are on the Assurance page.
See a structured procurement event end to end
Request a guided demonstration and we will walk through configuration, supplier release, comparison, approval and the audit record produced.