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.

Prerequisites

Fields marked with dropdown menus depend on predefined values. Ensure these values exist in their respective secondary masters before proceeding.

  1. Navigate to Procurement.
  2. Click Create under the Vendor Master menu.

STEPS TO CRAETE

Vendor Master Form

Upon accessing the page, the General tab is displayed by default.

VENDOR MASTER WITH GENERAL

Vendor Identification

  • Vendor Name: Enter the full legal name of the vendor.
  • Vendor Alias: Enter a shorter, alternative name for the vendor.
  • Active Status: Toggle to enable or disable the vendor record. Enabled by default (Active).

General

Configure basic vendor details such as type, location, and classification.

  • Vendor Type: Select the appropriate vendor type.

    To add a new type, visit: Vendor Type

  • Purchase Group: Select the responsible purchase group.

    To add a new group, visit: Purchase Group

  • Type Of Company: Select the company classification.

    To add a new company type, visit: Type Of Company

  • Address: Enter the full address of the vendor's primary location.
  • Board No: Enter the vendor's board registration number.
  • Export Unit Type: Select the export unit type, if applicable.

    To add a new unit type, visit: Export Unit Type

  • City: Enter the city.
  • Website: Enter the vendor's website URL.
  • MSME: Toggle if the vendor is a Micro, Small, or Medium Enterprise. Disabled by default.
  • State: Enter the state.
  • Email: Enter the primary email address.
  • Shipping Mode: Select the preferred shipping method.

    To add a new mode, visit: Shipping Mode

  • Country: Select the country.
  • Currency: Select the preferred currency.

    To add a new currency, visit: UOC

  • Pin / Zip Code: Enter the postal code.
  • Google Pin Location: Enter the Google Maps geolocation coordinates.

Warning

Vendor Type is a mandatory field.

Contacts

Manage key personnel details and communication channels.

CREATE CONTACTS

  • Salutation: Select the appropriate title.

    To add a new salutation, visit: Salutations

  • Call Name: Enter a preferred nickname or alias.
  • Mobile Number: Enter the primary mobile number.
  • Land Line: Enter the office landline number.
  • Time To Call: set the preferred contact time window.
  • Primary: Toggle to specify if this is the primary contact. Disabled by default.
  • First Name: Enter the first name.
  • Designation: Enter the job title or role.
  • Alternate Mobile No.: Enter a backup mobile number.
  • Extension: Enter the landline extension number.
  • Language: Select the preferred communication language.

    To add a new language, visit: Language

  • Active: Toggle to set the profile as active. Enabled by default.
  • Last Name: Enter the last name.
  • Department: Select the associated department.

    To add a new department, visit: Department

  • Email: Enter the official email address.

Actions: Click Add to save the entry to the list.

Link the vendor to other organizations.

CREATE RELATED VENDOR LINKS

  • Vendor: Select the related vendor.
  • Nature Of Relationship: Select the relationship type.

    To add a new relationship, visit: Nature Of Relationship

  • Vendor Alias: Enter the alias for the related vendor.

Addresses

Manage billing, shipping, and ensuring tax compliance addresses.

CREATE ADDRESSES

  • PO Address: Enter the postal or correspondence address.
  • Same as General: Check if the address matches the General tab.
  • GSTN Number: Enter the 15-digit GSTIN.
  • PAN Number: Enter the Permanent Account Number (PAN).
  • Active: Toggle to set the address as active. Enabled by default.

Actions: Click Add to save the entry to the list.

Banking

Maintain bank account details for financial transactions.

CREATE BANKING

  • Bank Name: Enter the bank name.

    To add a new bank, visit: Bank Name

  • Branch: Enter the branch name.
  • Account Number: Enter the bank account number.
  • IFSC Code: Enter the 11-character IFSC code.
  • Swift Code: Enter the SWIFT/BIC code for international transfers.
  • IBAN Code: Enter the IBAN for international transactions.
  • Primary: Toggle to set as the default account. Disabled by default.
  • Active: Toggle to set the account as in use. Enabled by default.

Actions: Click Add to save the entry to the list.

Terms

Define payment terms, shipping conditions, and agreements.

CREATE TERMS

  • Advance (%): Enter the required advance payment percentage.
  • Payment Terms: Select the agreed payment conditions.

    To add new terms, visit: Payment Terms

  • INCO Terms: Select the international commercial terms.

    To add new INCO terms, visit: INCO Terms

  • Special Terms: Enter any specific non-standard conditions.
  • Preferred Freight Forwarder: Select the preferred logistics provider.

    To add a new forwarder, visit: Preferred Freight Forwarder

Statutory

Record legal registration and compliance status.

CREATE STATUTORY

  • Incorporation: Toggle if the vendor is legally incorporated. Disabled by default.
  • TIN: Toggle to enable TIN tracking. Disabled by default.
  • GST: Toggle if registered for GST. Disabled by default.
  • IEC: Toggle if holding an Import Export Code. Disabled by default.
  • PAN: Toggle if holding a PAN. Disabled by default.
  • Udhyam Certificate: Toggle if registered under Udhyam (MSME). Disabled by default.
  • MSME: Toggle if qualified as an MSME. Disabled by default.

Certifications & Docs

Track industry certifications.

CREATE CRTIFICATE DOCS

  • ISO: Toggle if ISO certified. Disabled by default.
  • AS: Toggle if AS (Aerospace) certified. Disabled by default.
  • Medical: Toggle if certified for medical standards. Disabled by default.
  • NADCAP: Toggle if NADCAP accredited. Disabled by default.

Details

Capture operational data and capacity metrics.

CREATE DETAILS

  • Turn Over (3 Years): Enter total revenue for the last three years.
  • DNB (Hoovers) Number: Enter the Dun & Bradstreet tracking number.
  • ICRA: Enter ICRA credit rating details.
  • Head Count: Select department/skill and enter the employee count. Click Add to save.
  • Capacity: Enter operational capacity.
  • UOM: Select the unit of measure for capacity.
  • Floor Space: Enter total floor area.
  • Sqft: Specify area in square feet.
  • Machine: List key machinery.
  • Tools & Equip: List major tools and equipment.
  • ERP: Specify the ERP system in use.
  • ESD Setup: Select the ESD setup status.
  • Hazmat Setup: Select the Hazmat setup status.
  • OSP: Enter details of outsourced processes.

Vendor Approval

Manage approval status and audit requirements.

CREATE VENDOR APPROVAL

  • Scope of Supply: Select the product or service range.

    To add a new scope, visit: Scope of Supply

  • Vendor Category: Select the vendor category.

    To add a new category, visit: Vendor Category

  • Basis of Approval: Select the approval criteria.

    To add a new basis, visit: Basis of Approval

  • Inventory Item: Toggle if the item is in inventory. Disabled by default.
  • Approval Status: Select the status (Approved, Conditionally Approved, Not Approved, Under Observation).
  • Approval Date: Select the approval date.
  • Approval By: Enter the approver's name.
  • Upload: Attach relevant documents.
  • Re-Audit: Toggle if re-audit is required. Disabled by default.
  • Audit Frequency: Select the audit interval.

Save Configuration

Click Save to complete the Vendor Master creation. The record will be available in the View/Modify section.