Standard Operating Procedure for Vendor Master

Creation/Alteration/Activation/Deactivation
Table Contains
Sr.No. Particulars
1 Introduction
2 Purpose
3 Who is new Vendor?
4 New vendor form/ Portal online
5 Amendment
6 Activation/Deactivation
7 Basic Vendor Information
8 Matrix for Vendor creation approval
9 Do’s and Don’ts

1. Introduction:
1.1 This document intends to serve as the sole reference/ guideline for all requests for
the new vendor creation/alteration of the existing vendor information originating
from any user department of Netafim India.
1.2 It defines the basic commercial and regulatory information/documentary
requirements in the process of creation of new vendor / existing vendor.
1.3 It aims at removal of ambiguities and streamlining of the process of vendor
creation or alteration across the organization, and simultaneously insulating the
company from risks associated with non-compliance with ever changing and
stricter regulatory compliance requirements.

2. Purpose:
The purpose of this document is to maintain the integrity of the vendor master records
by ensuring that duplications are not created, that the information contained in the
vendor master records are complete and correct.

3. Who is new Vendor?

3.1 Any user department that proposes to engage any Vendor for the first time needs
to provide a formal request for creation of the new vendor in the ERP in the
specified format (Vendor Creation form/ Portal) along with copies of specified
Mandatory documents. (As mentioned in clause 7)
3.2 The Duly completed form through Vendor portal must be forwarded to the
designated personnel in the Accounts Payable department.
3.3 The designated personnel (Accounts payable) will issue unique vendor code for
the new vendor after verifying the correctness and completeness of the details
provided by the user in vendor the master form or through vendor master portal.
 The Designated personnel shall open / create the vendor master in SAP in one
working day after uploading the mandatory documents in vendor master portal.

4. Vendor Master Creation Portal online:

4.1 Online Portal is introduced for vendor master creation in EPR. Now it is mandatory
to send every request for vendor master creation through online portal only. The
mandatory fields should not be left blank along with relevant supporting’s. our
suggestion is that buyer will enter detail in portal which are mandatory in such
cases where supplier/vendor has no access or limited access to internet. Agreed
for case to case basis wherever no access or limited to internet.
4.2 How to use the vendor master portal: Link to be shared with Vendor/ Internal
stake holders.
4.3 Open the link and fill all the required information and upload the necessary
documents in the format like PDF JPEG, JPG, and save/send the link. Automatically,
email will be circulated through portal to designated personnel of Accounts
payable and reference personal of user department.

5. Amendment:
User Departments need to intimate, in writing (or email), any changes in the details
provided during the vendor creation, at the earliest, to the designated personnel
(Account Payable), along with necessary documents with the approval of Senior
manager/AGM/DGM/GM Logistics and materials (Where there are changes in the
registration details with the regulatory authority, Account number and name with
Bank (Authorized bank letter), Payment terms, Address changes, etc.) The Designated
personnel shall open / create the vendor master in SAP in one working day (SLA can
be of 1day, but we recommend it should be done immediate/same day upon request
of purchase dept. wherever it is required) after uploading the mandatory documents
in vendor master portal.

6. Activation / Deactivation:
6.1 Designated Personnel will activate the vendor code in the ERP creation.
6.2 Th user department shall intimate the dis-continuation of the business by its
vendor (s) to the designated personnel at the earliest, who shall de-active the
vendor code in the ERP. (This is subject to the reconciliation of the vendor account
in ERP. If any dispute/ outstanding lying in the vendor account, then designated
personnel shall immediately inform to the user department upon the de-activation
request)
6.3 The designated personnel may, at his discretion, for the purpose of security, de-
activate vendor codes in which no transactions have taken place in or over two
consecutive financial years. Such vendors will be treated as new vendor and the
code reactivated only on dully filled fresh application through vendor master
portal. Agree with deactivation if no dealing done in last 2 years but reactivation
shouldn’t be treated as new vendor & reactivation should be done through
approval in writing from GM/AGM/DGM/Senior Manager. but Bank details &
 address proof documents should be attached in the approval email for cross
verifying with vendor master in SAP.
7. Basic Vendor information:
7.1 Valid Business Name – (As reflected in Bank Account/Bank Passbook /Cheque) *
7.2 Business Type/ Form
7.3 Valid Business Address
✓ Complete Billing / Correspondence Address *
✓ Complete registered Business Address* (Govt certificate /GST)
✓ Valid Phone number (Landline & Mobile) *
✓ Valid Facsimile Number
✓ Valid Email Address (Netafim Personnel’s email Id will not be considered) It will
be treated on case to case basis. AP head will approve the same wherever
email id is not available with vendor.
NOTE: Copies of documents should bear the billing and registered addresses as mentioned in
the form and must be duly attested by the vendor. (* Mandatory)
7.4 Valid Contact Particulars
✓ Name (of the authorized representative / Contact Person) *
✓ Designation
✓ Landline Phone Number
✓ Mobile number*
✓ Email ID (Official)* It will be treated on case to case basis. AP head will approve
the same wherever email id is not available with vendor.

NOTE: The form must be duly signed by the vendor and counter-signed by the user/ Purchase
Department. (* Mandatory)
7.5 Payment terms* Priority is select the payment term by drag down and if in case of
new payment terms, then manual text box can be used.
7.6 Delivery Terms
7.7 Lower Tax deduction at source (If any)
7.8 Declaration required in case of transporter non-deduction of TDS
NOTE: The Term of payment is mandatory to mention in the vendor form which purchase
department has agreed upon negotiation. The terms of payment require written
authorization from the head of the department, copy of which needs to be appended to the
form. If payment term is not specified, then by default portal will consider as 30 days from
the date of invoice. For Advance payment request shall be approved by Senior Manager,
AGM, DGM, GM, CFO and MD. (* Mandatory)
7.9 Permanent Account Number*
7.10 Import Export Code Number
7.11 GST TIN Number*
7.12 TAX Identification Number (If vendor is outside India)
7.13 MSME Registration Number (For small scale vendor)
 7.14 Registration Certificate for Shop and Establishment

NOTE: Copy of all applicable registration certificates are compulsory required along with form
duly attested by vendor. (* Mandatory)
7.15 Bank Particulars *
✓ Name of the Bank
✓ Name of Account Holder
✓ Branch name
✓ Branch Address
✓ Account Number
✓ Account Type
✓ IFSC Code (IBAN / SWIFT code if vendor outside India)
✓ MICR Code (If vendor in India)
NOTE: Cancelled Cheque and Bank particulars on business letter head duly certified by
bankers are compulsory for NEFT / RTGS Payment. The vendor must send the scan copy of
the cancelled Cheque directly to the designated personnel from his official email address
under the CC mark of respective Purchase departments’ personnel. (* Mandatory) In order to
avoid mistakes/ fraud in receiving payment by supplier this is a control mechanism to receive
original cancelled Cheque. AP Department must receive all physical copy of the cancelled
Cheque by courier.
8. Matrix for Vendor creation approval

A) For New Vendor Master Creation

8.1 User must take the approval from their respective reporting officers’ (Senior
Manager/AGM/DGM/GM) approval through email for vendor master creation in
SAP and same email must send to designated personnel (Accounts payable) after
the vendor creation request send through online portal.
8.2 The designated personnel will create the vendor master in ERP upon receiving the
approval email from respective user.
8.3 The designated personnel must save the approved email copy in ERP/online
portal.
8.4 In case Dealer gets converted to vendor: Dealer should furnish the dealership
appointment form which we might have submitted at the time of entering
dealership with Netafim. (Duly signed by dealer and Netafim authorized
signatories.) If application is not signed by SBU head, then approval email of SBU
head is must.

B) For Existing Vendor alteration

1.1 Payment term - Department head must approve it (Senior manager/
AGM/DGM/GM ‘s approval is must.)
 1.2 Bank details - Vendor must provide the certified copy from banker. What if vendor
submit bank account detail on his letter head/mail/quotation? Sometimes vendors
hesitate to share cancel cheque copy. - Please submit the letter from vendor’s
Bank.
1.3 Vendor must send the official email upon changing the bank details to designated
personnel. Vendor will share detail to purchase dept. & we will forward same to
account payable it might be in form of trail mail or in case of some vendor direct
scan mail from purchase as they provide hard copy only)- Agreed for case to case
basis in case of vendors don’t have the email id.
1.4 Address - Government approved certificates, legal agreement copy is must.

2. Do’s and Don’ts

2.1 Do fill up all the compulsory/ mandatory fields with the relevant information in
the online portal.
2.2 Do make sure the complete postal address is mentioned, including the valid Postal
(Pin/Zip)
2.3 Do take care to include correct regulatory details, viz. PAN No, GST, etc., duly
verified with the copy of such documents obtained.
2.4 Do contact the designated personnel in Accounts Payable department for any
assistance in the matter.
2.5 Any relative or partner or member or director of vendor of his firm working with
Netafim then please specify the employee name in vendor master portal
2.6 Do send/upload the readable documents (format like PDF JPEG) Don’t provide
incorrect / false information or documents.
2.7 Don’t enter information in wrong field in portal.
2.8 Don’t leave compulsory / Mandatory field blank.
2.9 Don’t create the vendor or any of his partner or member or directors black listed
in the past by Netafim.

Prepared by Checked by

Bharat Puthran Kunal Butola

(Senior manager Costing & AP) (Manager & Head IA)

Authorized by

Mahesh Kalmane
(Chief Financial Officer)