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

abcsupplies@gmail.com

98XXXXXX21

APRFN9561B

Nil

22AAAAA0000A1Z5

NIL

ICICI

2XXXX1234XX4

ICICI00XXXX7

2

Suresh Traders

10 main road Punjab

#62 5th main road ITPL Punjab

MB0099

Rakesh

sureshtraders@xyz.com

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.

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

Attachments

Configuration Data Templateconfiguration-data-template-supplier.xlsx - 9KB

Sample Datasample-confugration-data-supplier.xlsx - 10KB

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