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
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
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.
Identify all different types of suppliers.
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.
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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