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Well there are basically two aspects to this. A procurement activity will mainly include involvement of communication between the Buyer and his organization personnel which can be considered as internal action. Here the Procurement Professional mainly obtains information like budget allocation, required product specification, urgency of material requirement, etc. These actions relating to internal communication always need to be Black & White as a Procurement Professional's main goal is to source the right product at most reasonable price considering time vs cost benefit. On the other hand a buyer is always coordinating with the external supply chain to source products and services, obtain quotes, checking on the availability of goods, price negotiations, etc. These communication directed towards external parties need not be Black & White as a Buyer is always in possession of sensitive internal information such as budget, competitor quotes, etc. In conclusion, a Buyer has to make the right balance between internal and external communication and maintain a degree of confidentiality while dealing with external parties, on the contrary all means of actions & communication internal to the organization can be shared with the releavant personnel.
yes,basicly it should be to keep record.
No in every procurement steps all actions must be very loud and clear in order to ensure tranparensy and fairness in purchasing cycle.
Compliance is essential in running and supporting an effective purchasing department in any organisation
