Supplier and vendor creation

Process §

#todo

Checking if vendor already exists §

Requestors can check if a vendor already exists (with unique supplier ID) in the system by downloading the latest Vendor Master Validator (existing supplier list) from SUSS Intranet.

Supplier created in system but not yet reflected in Excel sheet list

Please note that there are instances whereby a vendor/supplier/individual/student has been created in the system but has not yet been reflected in this list. This is because the list is only updated a few times at most a day and the update is not instantaneous. 

After opening the downloaded file on Excel, click on the tab named “Supplier”. There will be a list of suppliers with their supplier IDs.

To filter by Supplier Name, click on the button as shown by the arrow below:

Searching part of the name

Try to search smaller portions of the name, as searching by the full name may yield no results (when actually there is an existing record), for example:

Name	Search term
“Aaron Tan Meng See”	“Aaron Tan” or “Meng See”
“Soft Cream SG Pte Ltd”	“Soft Cream”

Alternatively, if finance files are downloaded from SUSS Intranet for the day (using workflow Python script)

If supplier name seems common and exists in system, the requestor may want to check if the information in system is the most up-to-date, compared with the Direct Credit Authorisation Form. The requestor can check with AP

Requesting for documents §

Template:

Please fill up the attached Direct Credit Authorisation (DCA) Form.

Additionally for companies, please provide the following supporting documents:

1. Bank statement showing bank account number, bank name, company name (bank account amounts can be redacted)

2. ACRA Bizfile+ document or other business registration document(s)

For individuals, please provide the following supporting document:

1. Bank statement showing bank account number, bank name, individual’s name (bank account amounts can be redacted)

Please give us a few days to process the DCA form in the system.

Thank you.

Creating a vendor in system §

This is only required when the last step has been performed, the supplier cannot be found in the system.

SUSS primarily adopts PayNow (NRIC) and/or GIRO for making payments. 

The required documents to verify their bank account for students/lecturers/individuals:

1. Direct Credit Authorisation Form (download the latest here)
2. Latest bank account statement (amounts can be redacted)

The required documents to verify their bank account for companies:

1. As above required documents for students/lecturers/individuals
2. ACRA BizFile+

The Direct Credit Authorisation Form (DCA) can be shared with students/lecturers/individuals/companies.

Send in the documents to jychew@suss.edu.sg.

Updating a vendor in system §

When a supplier already exists in the system, but there has been changes to their bank account information or other information. 

The steps are the same for updating a supplier in system as in Creating a supplier in system.

However, it is important to indicate that this is a vendor update request when sending in the documents to us.

Submitting to RPA §

From SUSS P&F Intranet:

Download the Vendor Master Form Submission email template

Download the Vendor Master Validator/(existing supplier list)​ 

Final check shall be done to ensure that all information written by the vendor is correctly filled in. Check if a record already exists by doing a name search on Vendor Master Validator/(existing supplier list)​ (see Checking if vendor already exists).

For entities, UEN number, company address, point of contact information can be found in the ACRA BizFile+ document. 

For individuals and entities, check that the bank account number is correct.

Finally use Vendor Master Validator/(existing supplier list)​ to validate the DCA form before submitting using the submission email template (attaching all supporting documents).

Expect a response in one to two working days, the outcome could either be successful or unsuccessful.