Checklist Vendor Onboarding

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Vendor Information

Vendor Business Name: {{vendor_business_name}}

Vendor Contact Person: {{vendor_contact_person}}

Vendor Contact Email: {{vendor_contact_email}}

Vendor Contact Phone: {{vendor_contact_phone}}

Vendor Address: {{vendor_address}}

Vendor Tax Identification Number (TIN): {{vendor_tin}}

Documentation Required

1. Signed Vendor Agreement/Contract: {{signed_vendor_agreement_status}} (Date: {{agreement_sign_date}})

2. Completed New Vendor Form: {{new_vendor_form_status}} (Date: {{form_completion_date}})

3. Certified Copy of Business Registration: {{business_registration_status}} (Date Received: {{registration_receive_date}})

4. Company Profile/Capability Statement: {{company_profile_status}} (Date Received: {{profile_receive_date}})

5. Tax Clearance Certificate: {{tax_clearance_status}} (Expiry Date: {{tax_clearance_expiry_date}})

6. Bank Account Details (Proof of Account): {{bank_details_status}} (Bank Name: {{bank_name}}, Account No: {{account_number}})

7. Valid Operating Licenses/Permits (if applicable): {{licenses_status}} (Expiry Date: {{licenses_expiry_date}})

Internal Setup & Approvals

1. Vendor Account Created in ERP/Accounting System: {{erp_system_setup_status}} (User Responsible: {{erp_setup_user}}, Date: {{erp_setup_date}})

2. Vendor Categorisation/Classification: {{vendor_categorisation}}

3. Credit/Payment Terms Established: {{payment_terms}}

4. Internal Approval for Vendor Onboarding: {{internal_approval_status}} (Approved By: {{approver_name}}, Date: {{approval_date}})

Compliance & Due Diligence

1. Anti-Bribery & Corruption (ABC) Check: {{abc_check_status}} (Date: {{abc_check_date}})

2. Sanctions Screening: {{sanctions_screening_status}} (Date: {{sanctions_screening_date}})

3. Data Protection/Privacy Agreement (if handling personal data): {{data_protection_agreement_status}}

4. Code of Conduct Acknowledgment: {{code_of_conduct_status}}

Communication & Orientation

1. Welcome Email/Pack Sent to Vendor: {{welcome_pack_sent_status}} (Date: {{welcome_pack_date}})

2. Key Contact Persons Introduced (Internal & External): {{introductions_status}}

3. Access to Vendor Portal/Platform (if applicable): {{vendor_portal_access_status}} (Login Details Sent: {{login_details_sent_status}})

4. Training on Company Procedures/Policies (if required): {{training_status}}

Next Steps & Monitoring

1. Initial Purchase Order Issued (if applicable): {{initial_po_status}} (PO Number: {{po_number}}, Date: {{po_date}})

2. Performance Monitoring Schedule Established: {{monitoring_schedule_status}}

3. Review Date for Vendor Onboarding Process: {{review_date}}

Completion and Sign-off

This vendor onboarding checklist has been completed and verified.

--------------------------------------------------

Name of Onboarding Officer: {{onboarding_officer_name}}

Signature: _______________________________________

Department: {{officer_department}}

Date: {{completion_date}}