VENDOR MASTER CREATE

The Vendor Master Create module enables users to register and manage comprehensive vendor profiles, covering identification, contact details, banking, certifications, and statutory information. It ensures streamlined vendor onboarding with integrated links to create secondary master data like vendor type, payment terms, and approval details. This centralized system supports compliance, operational efficiency, and vendor evaluation for procurement processes.

Prerequisites to create Vendor Master

Fields marked with dropdowns rely on predefined values that must be created in their respective secondary masters.

Navigation Steps

1. Click on "Masters".
2. Click on "Create" under "Vendor Master".

A tab will open with the company master questions, and the General tab will be selected by default.

Vendor Identification

• Vendor Name: Enter the full legal name of the vendor.
• Vendor Alias: Enter a shorter, alternative name for the vendor.
• Active Status: A checkbox indicating whether the vendor is currently active. Check the box to mark the vendor as active.

General

• Vendor Type: Select the appropriate vendor type from the dropdown menu.
• To create a new option, go to: Vendor Type
• Purchase Group: Select the appropriate purchase group from the dropdown menu.
• To create a new option, go to: Purchase Group
• Type Of Company: Select the type of company from the dropdown menu.
• To create a new option, go to: Type Of Company
• Enter Address: Enter the full address of the vendor's primary location. Use the text area for multi-line addresses.
• Enter Board No: Enter the vendor's board registration number.
• Export Unit Type: Select the vendor's export unit type from the dropdown menu.
• To create a new option, go to: Export Unit Type
• Enter city: Enter the city where the vendor is located.
• Enter Website: Enter the URL of the vendor's website.
• MSME: A checkbox indicating whether the vendor is a Micro, Small, or Medium Enterprise. Check the box if applicable.
• Enter state: Enter the state where the vendor is located.
• Enter Email: Enter the vendor's primary email address.
• Shipping Mode: Select the preferred shipping methods from the dropdown menu.
• To create a new option, go to: Shipping Mode
• Country: Select the vendor's country from the dropdown menu.
• Currency: Select the vendor's preferred currency from the dropdown menu.
• Enter Pin / Zip Code: Enter the vendor's postal code.
• Enter Google Pin Location: Enter the Google Maps pin location for the vendor's address.

Note - Vendor Type is mandatory.

Contacts

Manages key personnel details, including names, designations, contact numbers, and email addresses. Helps streamline communication within and outside the organization.

• Salutation: Choose the appropriate title for the individual (e.g., Mr., Ms., Dr., Prof., etc.).
• To create a new option, go to: Salutation
• First Name: Enter the individual's first or given name.
• Last Name: Enter the individual's last or family name.
• Call Name : Enter A preferred or commonly used nickname for the individual. This can be used for informal communication.
• Designation: Enter the individual's job title or role within the organization (e.g., Manager, Engineer, Analyst).
• Department: The department or team the individual belongs to (e.g., HR, Sales, IT).
• To create a new option, go to: Department
• Mobile Number : Type in the primary mobile contact number for the individual. Include the country code if applicable.
• Alternate Mobile No.: An additional mobile contact number for backup communication.
• Email: Enter The individual's official email address for communication.
• Land Line: Enter the individual's office or fixed-line contact number.
• Extension: Enter the specific extension number for reaching the individual through the landline.
• Time To Call: Click on the clock icon to Provide the preferred time window for contacting the individual.
• Primary: This is a toggle button to Specify if this is the individual's primary language.
• Language: Specify the language the individual prefers for communication (e.g., English, Hindi).
• To create a new option, go to: Language
• Active: This is a toggle option which will Indicate whether the individual's profile is currently active in the system.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Related Vendor Link

• Vendor: Select the related Vendor's name from the list or database.
• Vendor Alias: Enter the alternate or short name used for the related Vendor. This could be an abbreviation or a nickname for easier identification.
• Nature Of Relationship: Describe the type of relationship the Vendor has with the related organization (e.g., Parent Company, Subsidiary, Vendor, Customer, Partner).
• To create a new option, go to: Nature of Relationship

Addresses

Stores Vendor addresses, including PO address, GST, and PAN details. Ensures accurate record-keeping and compliance with taxation regulations.

• PO Address: Enter The Postal Office (PO) or correspondence address. Include full details such as street, area, and landmark.
• Check box: Please check if address is same as in General tab
• GSTN Number: Enter the Vendors's 15-digit Goods and Services Tax Identification Number (GSTIN), required for tax purposes.
• PAN Number: Enter the Vendors's Permanent Account Number (PAN) issued by the tax authority, used for income tax purposes.
• Active: This is a Toogle option if it is enabled that means it Indicate whether this address is currently active.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Banking

Maintains bank account details such as account number, IFSC, SWIFT, and IBAN codes. Ensures smooth financial transactions and vendor payments.

• Bank Name: Enter The name of the bank where the Vendor holds the account (e.g., HDFC Bank, Bank of America).
• To create a new option, go to: Bank Name
• Branch: Enter the specific branch of the bank where the account is held. Include the branch name or location.
• Account Number: Enter The unique number assigned to the bank account. Double-check for accuracy to avoid errors.
• IFSC Code : Enter The Indian Financial System Code (IFSC) is an 11-character code required for electronic fund transfers in India (e.g., NEFT, RTGS).
• Swift Code: Enter The SWIFT/BIC code used for international wire transfers to identify the bank and its branch.
• IBAN Code: Enter The International Bank Account Number (IBAN), required for international transactions in regions where it is mandatory.
• Primary: This is a toggle option, if enabled it Indicate whether this is the primary bank account for the Vendor.
• Active: This is a Toggle option if enabled it means the bank account is currently active.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Terms

Defines payment terms, advance percentage, preferred freight forwarders, and INCO terms. Helps manage financial agreements and delivery conditions.

• Advance (%): Enter Advance (%) The percentage of the total payment amount that must be paid in advance before the service or product is delivered.
• Payment Terms: Specify the payment conditions agreed upon (e.g., Net 30, Net 45, Payment on Delivery). This includes due dates and penalties for late payments.
• To create a new option, go to: Payment Terms
• INCO Terms: International Commercial Terms (INCO Terms) define the responsibilities of buyers and sellers for the delivery of goods in international trade (e.g., FOB, CIF, EXW).
• To create a new option, go to: INCO Terms
• Special Terms: Enter Special Terms Any additional or specific terms and conditions related to the agreement or transaction that do not fall under standard terms.
• Preferred Freight Forwarder: Specify the logistics or shipping company preferred for transporting goods (e.g., FedEx, DHL, or a local freight service). → To create a new option, go to: Preferred Freight Forwarder

Statutory

Records legal and compliance-related details like incorporation, GST, PAN, and MSME status. Ensures adherence to statutory regulations.

• Incorporation: A toggle option. When enabled, it indicates that the vendor is officially incorporated and registered as a legal entity.
• TIN: A toggle option. When enabled, it specifies that the vendor has a Taxpayer Identification Number (TIN) used for tax-related transactions.
• GST: A toggle option. When enabled, it indicates that the vendor is registered for GST and holds a valid GSTIN.
• IEC: A toggle option. When enabled, it specifies that the vendor has an Importer Exporter Code (IEC) required for import/export activities.
• PAN: A toggle option. When enabled, it indicates that the vendor has a Permanent Account Number (PAN) for taxation purposes.
• Udhyam Certificate: A toggle option. When enabled, it specifies that the vendor possesses a Udhyam Certificate, signifying registration under MSME.
• MSME: A toggle option. When enabled, it indicates that the vendor qualifies as a Micro, Small, or Medium Enterprise (MSME). Certification details can be provided if required.

Certifications/Docs

Tracks certifications such as ISO, AS, Medical, and NADCAP. Validates the Vendors's compliance with industry standards.

• ISO: It is a Toggle Option if enabled it Indicate if the vendor is ISO-certified for quality management, environmental standards, or other ISO standards (e.g., ISO 9001, ISO 14001).
• AS: It is a Toggle Option if enabled it Specify whether the vendor holds AS certifications relevant to the aerospace industry (e.g., AS9100 for quality management systems).
• Medical: It is a Toggle Option if enabled it Indicate if the vendor holds certifications required for medical industry standards, such as ISO 13485 for medical device quality management.
• NADCAP: It is a Toggle Option if enabled it Specify whether the vendor has NADCAP accreditation, which ensures compliance with aerospace and defense industry standards.

Details

Captures financial and operational data, including turnover, DNB number, and ICRA ratings. Also maintains information on company capacity, floor space, and major equipment.

• Turn Over (3 Years) : Enter Turn Over (3 Years), The total revenue generated by the vendor over the last three financial years. Specify in the applicable currency (e.g., USD, INR).
• DNB (Hoovers) Number: Enter DNB (Hoovers) Number, The unique number assigned to the vendor by Dun & Bradstreet, used for tracking financial and credit information.
• ICRA: Enter ICRA List the key machines used in the company's operations or manufacturing process.

Note – Head Count: Used to record the total number of employees at the customer’s organization, categorized by their skills or departments. Enter the relevant skill/department, specify the number of people, and click Add to display the details in a table.

• Capacity: Enter The production or operational capacity of the Vendor (e.g., units produced per month, volume handled).
• UOM: Specify the unit of measure for the vendor's capacity (e.g., liters, kilograms, pieces).
• To create a new option, go to: UOM
• Floor Space: Enter The total area of the vendor's operational or manufacturing floor in square units (e.g., sqft or sqm).
• Sqft: Specify the floor space in square feet if applicable.
• Machine: List the key machines used in the vendor's operations or manufacturing process.
• Tools & Equip: List the key machines used in the vendor's operations or manufacturing process.
• ERP: Mention the ERP system the vendor uses (if any, e.g., SAP, Oracle, GetAPCS).
• ESD Setup: These are radio options, allowing the user to select only one.
• Hazmat Setup: These are radio options, allowing the user to select only one.
• OSP: Provide details about any processes outsourced by the vendor (e.g., machining, painting, packaging).

Vendor Approval

Stores approval-related information, including scope of supply, approval status, audit requirements, and compliance checks. Ensures that the Vendor meets business and quality standards.

• Scope of Supply: Describe the range of products, services, or materials the vendor will supply. This defines the extent of the vendor’s responsibilities in the agreement.
• To create a new option, go to: Scope of Supply
• Vendor Category: Specify the category the vendor belongs to (e.g., Manufacturer, Supplier, Distributor, Service Provider).
• To create a new option, go to: Vendor Category
• Basis of Approval: Describe the criteria or conditions on which the vendor has been approved (e.g., quality certifications, previous performance, audit results).
• To create a new option, go to: Basis of Approval
• Inventory Item: A toggle option. When enabled, it specifies whether the item is listed in the vendor’s inventory. This could refer to a specific product or material the vendor offers.
• Approval Status: Select one of the radio button options:
• Approved
• Conditionally Approved
• Not Approved
• Under Observation
• Approval Date: Enter the date when the vendor or their product/service was approved, in the format mm-dd-yyyy.
• Approval By: Enter the name of the person, department, or authority who granted the approval for the vendor.
• Upload: Select and upload any supporting files (e.g., certificates, audit reports, compliance documents).
• Re-Audit: A toggle option. When enabled, it indicates that the vendor or their product/service requires a re-audit based on approval conditions or defined frequency.
• Audit Frequency: Specify how often the vendor or their product/service needs to be audited (e.g., Annually, Biannually, Quarterly).
• To create a new option, go to: Audit Frequency

Save Button: After entering all the required details, click the Save button to record the information, which will then appear on the View/Modifypage.