Peculiarities of documenting public procurement in the activities of business entities

Анотація

Introduction. Public procurement is one of the key instruments for implementing state economic policy, ensuring the efficient use of budget funds, and fostering a competitive environment. For business entities, participation in public procurement creates opportunities for stable product distribution, market expansion, and enhancement of business reputation. At the same time, such activities are associated with increased requirements for compliance with established procedures, rules, and documentation standards. Documentation of public procurement performs not only an accounting function but also serves as a legal basis for confirming the legitimacy of decisions made, protecting the interests of the parties involved, and enabling control by state and public institutions. Imperfections or errors in documentation may lead to the rejection of tender proposals, financial penalties, legal disputes, and reputational losses for business entities. The purpose of the article is to comprehensively examine the peculiarities of documenting public procurement in the activities of business entities and to substantiate directions for improving the system of formation, accounting, and storage of procurement documentation. Results. The article examines the peculiarities of documenting public procurement in the activities of business entities under conditions of transformation of the public finance system, digitalization, and increased requirements for transparency and accountability. The role of documentation as a key element of legality, economic feasibility, and control of procurement procedures is substantiated. The regulatory and legal framework of public procurement in Ukraine, the structure and composition of documents at different stages of the procurement cycle, as well as typical errors and risks arising in the process of preparation, storage, and disclosure of procurement documentation are analyzed. The significance of the electronic procurement system as a tool for standardization and unification of documentation is substantiated. Directions for improving internal regulations of business entities aimed at minimizing legal and financial risks are identified. Conclusions. Improvement of public procurement documentation should be considered not only as compliance with legislative requirements but also as a component of strategic management of business entities’ activities. The integration of internal control, compliance mechanisms, and digital solutions into the documentation system will contribute to increased transparency, risk reduction, and sustainable business development under conditions of dynamic changes in the public procurement system. Its specific features depend on the role in the procurement process, form of ownership, scale of activity, and legal regime of operation. Consideration of these differences is a necessary condition for ensuring the legality, efficiency, and transparency of public procurement. Further research should focus on the development of methodological recommendations for the digitalization of document management and the integration of internal control systems with electronic procurement platforms.

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