Vendor Intake Form

Vendor Intake Form Template for South Africa

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Key Requirements PROMPT example:

"Need a comprehensive Vendor Intake Form for our mining company that includes enhanced due diligence sections for environmental compliance and safety certifications, while ensuring full compliance with South African B-BBEE requirements and POPIA regulations."

Document background

The Vendor Intake Form is a crucial document used in South African business operations for the systematic collection and verification of supplier information. This document is typically implemented when onboarding new vendors or updating existing vendor information in compliance with South African regulations. The form captures essential details including company information, tax compliance status, B-BBEE credentials, banking details, and various regulatory declarations. It serves as a comprehensive tool for risk assessment, due diligence, and regulatory compliance, particularly addressing requirements under POPIA, FICA, and B-BBEE legislation. The document is designed to streamline the vendor onboarding process while ensuring all necessary legal and compliance requirements are met within the South African business context.

Suggested Sections

1. Vendor Basic Information: Company name, trading name, registration number, VAT number, physical address, postal address, and contact details

2. Legal Entity Information: Type of entity (Pty Ltd, CC, etc.), date of incorporation, country of registration, and ownership structure

3. Tax Compliance Information: Tax registration numbers, tax clearance certificate details, VAT registration status and related documentation

4. Banking Details: Bank name, account number, branch code, account type, and banking confirmation letter requirements

5. B-BBEE Information: B-BBEE status level, certificate number, expiry date, and verification agency details

6. Business Profile: Nature of business, products/services offered, years in business, and relevant industry certifications

7. Contact Persons: Details of key contacts including management, accounts, and operations personnel

8. Compliance Declarations: Declarations regarding corruption, conflicts of interest, and compliance with various laws

9. Documentation Checklist: List of required supporting documents that must accompany the form

Optional Sections

1. International Trade Information: For vendors involved in import/export, including customs registration numbers and trade references

2. Industry-Specific Certifications: Section for specific industry certifications, licenses, or permits required for certain business types

3. Environmental Compliance: For vendors in industries with environmental impact, including relevant certifications and compliance information

4. Quality Management Systems: For vendors where quality certifications are relevant, such as ISO certifications

5. Previous Business References: Optional section for new vendors to provide business references and track record

6. Group Company Information: For vendors that are part of larger groups or have subsidiary relationships

Suggested Schedules

1. Schedule A - Required Documentation Checklist: Detailed list of all required supporting documents including company registration, tax clearance, B-BBEE certificate, etc.

2. Schedule B - Terms and Conditions: Standard terms and conditions for vendor registration and engagement

3. Schedule C - Declaration of Interest Form: Form for declaring any potential conflicts of interest with the company

4. Appendix 1 - Commodity Codes List: List of standard commodity/service codes for vendor classification

5. Appendix 2 - Compliance Declaration Templates: Standard templates for various required compliance declarations

6. Appendix 3 - Bank Verification Form: Template for bank account verification to be completed by the vendor's bank

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Manufacturing

Retail

Financial Services

Mining

Construction

Information Technology

Healthcare

Agriculture

Telecommunications

Professional Services

Education

Transportation and Logistics

Energy and Utilities

Government and Public Sector

Non-Profit Organizations

Relevant Teams

Procurement

Supply Chain

Finance

Legal

Compliance

Risk Management

Vendor Management

Operations

Accounts Payable

Internal Audit

Relevant Roles

Procurement Manager

Supply Chain Director

Vendor Relations Coordinator

Compliance Officer

Legal Counsel

Financial Controller

Risk Manager

B-BBEE Compliance Manager

Sourcing Specialist

Contract Administrator

Accounts Payable Manager

Supply Chain Analyst

Chief Financial Officer

Operations Manager

Vendor Management Specialist

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