Suppliers

Introduction

A supplier is a person or business that provides a product or service to another entity. The role of a supplier in business is to provide high-quality products.

A supplier may also be referred to as a vendor who supplies required materials or a product to the State or ULB for the works which need to be executed. (Example: materials for street light, cable wires for street light etc)

Data Table

Sr. No*	Name*	Permanent Address*	Correspondence Address	Supplier Code*	Contact Person*	Email ID*	Mobile No.*	PAN No.	Registration No	GST/TIN No.	GST registered State/UT	Bank Name	Bank Account No.	IFSC Code
1	ABC Supplies	#5 6th main cross opp to ICICI bank Punjab	NIL	ABC134	Ramesh	[e-mail]	98XXXXXX21	APRFN9561B	Nil	22AAAAA0000A1Z5	NIL	ICICI	2XXXX1234XX4	ICICI00XXXX7
2	Suresh Traders	10 main road Punjab	#62 5th main road ITPL Punjab	MB0099	Rakesh	[e-mail]	98XXXXXXX95	ARIZG9874C	AYR145U	22BBBBA0000A1Z5	22BBBBA0000A1Z5	HDFC	98XXXXX5X4	HDFC00XXX51

The data given in the table is sample data.

Procedure

Data Definition

Sr No	Column Name	Data Type	Data Size	Is Mandatory?	Definition/ Description
1	Name	Text	250	Yes	The register Name of the Company or an Individual Person Name, this will help the user to easily identify the supplier to raise a Purchase Order and also while generating the bills.
2	Permanent Address	Text	250	Yes	Company permanent address or an Individual Person permanent address, this will help the user to send the hard copy of a Purchase order to the Supplier.
3	Correspondence Address	Text	250	No	Alternative address of a Company or an Individual Person
4	Supplier Code	Text	50	Yes	A unique code that identifies the supplier of the goods
5	Contact Person:	Text	250	Yes	Details of a contact person of an individual or a Company, the user can contact the supplier to get the information and status of the delivery of the goods ordered.
6	Email ID	Text	250	Yes	Company email Id or an individual person email Id, with the email Id the supplier can receive the notification related to purchase order and payments.
7	Mobile No	Alphanumeric	12	Yes	Company Mobile number or an individual person mobile number, the supplier can receive SMS alerts after the bills are processed.
8	PAN No	Alphanumeric	10	No	Company registered PAN number or an individual person PAN number
9	Registration No	Alphanumeric	21	No	Company/Firm registered number, it’s a unique number assigned by the Registrar of Companies.
10	GST/TIN No	Alphanumeric	15	Yes	Company registered GST/TIN number is a Tax Identification Number is a unique 15-digit number.
11	GST registered State/UT	Alphanumeric	15	Yes	The company/Firm has multiple businesses with the state or union territory a separate registered GST number is a Tax Identification Number.
12	Bank Name	Text	50	No	Company Bank Name in which they hold the account or an individual person Bank account name which he/she holds the account
13	Bank Account No	Alphanumeric	25	No	Company Bank Account number or an individual person Bank Account number. With the bank account number, the bill payment can be made to the correct account, also while doing the RTGS fund transfer the amount can be transferred to the respective firms or individual account.
14	IFSC Code	Alphanumeric	11	No	The Bank IFSC code pertaining to the bank account of the Company or an Individual person holding a bank account, the IFSC code will be a validation check for the bank account provided by the contractor and useful for the user while doing a bill payment via RTGS.

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of suppliers.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Common Checklist

This checklist covers all the activities which are common across the entities.

Sr. No	Checklist Parameter	Example
1	Make sure that each and every point in this reference list has been taken care of.	​Checklist​

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Sr. No.	Activity	Example
1	The Supplier Code should be alphanumeric and unique	ABC134
2	The Email ID should be valid Id, email Id should contain the Company/Firm name or an individual personal name before the “@” and the “XXXXX.com” after the “@”	​[e-mail]​

Attachments

9KB

Configuration Data Template - Supplier.xlsx

10KB

Sample Confugration Data - Supplier.xlsx