Vendor Registration Form & Supplier KYC Checklist

About the Vendor Registration Form & Supplier KYC Checklist

Onboard suppliers with one form and keep their details clean. The form is a supplier onboarding form to print or to send as a fillable PDF: business details and constitution, addresses, contacts, the tax registration of the supplier’s country — GSTIN and PAN, with the Udyam number for MSMEs, in India; the VAT number in the UK and the EU; the EIN (with Form W-9) in the US; the ABN in Australia; the TRN in the UAE — bank details with the codes of that country (IFSC, sort code, routing number, BSB, IBAN and BIC), the certifications you need, the documents to attach and a declaration to sign. Choose the sections, list your own documents and change the wording.

The vendor master takes what suppliers send back. Type each vendor in once and every number is checked as you type, offline: the GSTIN’s State code and check character, the PAN and that it matches the PAN inside the GSTIN, the Udyam number’s form, the IFSC’s form, the IBAN’s check digits, the BIC, the VAT number’s check digits, the ABN’s, the EIN’s prefix and the routing number’s check digit. Duplicates are flagged: the same GSTIN, the same bank account (a classic sign of a duplicate or a fraudulent vendor), the same PAN behind two GSTINs, the same name. Nothing is verified with government or bank systems; the official search pages are linked beside each check, and every detail stays on your device.

Without a pass the form is a free preview: its pages are images marked “not for use”, with part of the wording hidden; the fillable PDF and the vendor master’s import files — a CSV for your ERP or accounting software, a ledger list for TallyPrime and a workbook — unlock with a Premium pass. Your vendor list, its checks and its backup file are never locked.

Common uses

• A purchase or accounts team onboarding new suppliers with one standard form and checklist.
• Cleaning an existing vendor list: finding duplicates and mistyped GSTINs, PANs and bank codes before a payment run.
• A business that buys from several countries and needs the right tax and bank fields for each.
• Preparing a vendor list for import into Tally or an ERP.

What each check proves, and what it does not

• GSTIN: 15 characters — the State code, the PAN, an entity number, “Z” and a check character worked out from the first 14. A typo almost always breaks the check character.
• PAN: five letters, four digits and a letter; the fourth letter says who holds it (C for a company, F for a firm, P for a person…). Its last letter cannot be verified offline.
• Udyam: the form UDYAM-XX-00-0000000.
• IFSC: 11 characters, four letters for the bank, a zero, then six letters or digits for the branch (RBI).
• IBAN: the country’s length and layout and the MOD 97-10 check digits (ISO 13616); BIC: 8 or 11 characters with a real country code.
• VAT numbers, ABN, EIN (the IRS’s list of prefixes) and US routing numbers (the ABA check digit).

A well-formed number may still not be registered, or may belong to someone else. Confirm it where it is kept: the GST portal’s Search Taxpayer, the Udyam portal, VIES for EU VAT numbers, GOV.UK for UK ones, ABN Lookup for ABNs.

Bank details: the riskiest field

A changed or duplicated bank account is a common way into invoice fraud: an e-mail asks to pay a “new” account. Take bank details only from a signed form with a cancelled cheque or a bank letter, confirm any change by phone on a number you already had, and treat the same account on two vendors as a question to answer before paying either.

Into your accounting software

The vendor master CSV has one vendor per row with plain column names, for an ERP or accounting import that lets you match columns. For TallyPrime, the ledger list has the columns the Excel to Tally XML tool reads as ledger masters — name, group (Sundry Creditors), GSTIN, registration type, State, address, PIN, e-mail and phone — and that tool makes the XML Tally imports.

Limitations

• No number is verified with a government or bank system: the checks are offline format checks; the official pages are linked to confirm registration.
• The fillable PDF works in PDF readers that support forms; on paper it is filled in by hand.
• The vendor list is kept in this browser on this device: save the backup file to keep it safe or to move it.
• The form is a practical template, not legal advice: your own onboarding policy may ask for more.

Privacy

On this device; its files download once

Vendors’ details, bank accounts and tax numbers stay in this browser on this device; nothing is uploaded or sent.