New Supplier Request Form - Guidance Notes

New Supplier Request Form - Guidance Notes

Before sending the form to a prospective supplier, please ensure the “Please return this completed form…” boxes on page 3 are completed.

Failure to complete the form fully, and properly, will result in a delay in the vendor being set up on Voyager, and may delay payment.

1 / Company name
Company name in full as registered with Companies House. For all others suppliers HM Revenue & Customs registered name should be used
2 / Business address
Legal entity registration address validated by Royal Mail including post code
3 / URL for company website(optional)
URL - Uniform Resource Locator. This is the address of a resource on the Internet.
World Wide Web URLs begin with http:/www
4 / Phone
Suppliers' main switchboard number
5 / Fax
Suppliers' fax number dedicated for receiving purchase orders
6 / eMail
Suppliers' email address suitable for receiving purchase orders.
Preference should be given to shared email inbox address
7 / Industry Key
The industry key code is derived from The United Nations Standard Products and Services Code (UNSPSC) which offers a single global classification system for efficient, accurate classification of products and services.
Please see BCC’s web pages for a list of codes for you to choose from

8 / Does the service include any work under the HMRC Construction Industry Tax Scheme?

The Scheme created by HM Revenue & Customs for tax purposes.

For more information go to

If 'YES' please indicate the current CIS category and registration number
Unique taxpayer number
9 / Sales contact
Name of the person who acknowledges receipt of orders
10 / Remit-to-address for payment
Postal address where remittance advices are sent. A remittance advice is a statement sent to providers showing that claims were processed and the amount for which the beneficiary is responsible. If denied, an explanation of denial is provided.
11 / Company registration number
Only applicable to incorporated companies
Company registration number can be found on Incorporation Certificate issued by Company House once company is registered
12 / VAT registration number
VAT number is allocated when legal entity is registered with HM Revenues & Taxes for VAT Purposes
13 / Is your business classified as an SME?
Small and Medium Enterprise (SME) – Definitions (Dept. of Trade & Industry)
Section 248 of the Companies Act 1985 states that a company is ‘small’ if it satisfies at least two of the following criteria:

• a turnover of not more than £2.8 million
• a balance sheet total of not more than £1.4 million
• not more than 50 employees

A ‘medium’ sized company must satisfy at least two of the following criteria:

• a turnover of not more than £11.2 million
• a balance sheet total of not more than £5.6 million
• not more than 250 employees

14 / Is your business classified as a Third Sector organisation?
Third Sector = non-government or not-for-profit organisations – e.g. charities.
15 / BACS - Banks Automated Clearing System. Preferred method of payment by BCC.
Consists of account name, account number, and sort code.

Areas marked “To be completed by Birmingham City Council” on page 3

These two boxes must be completed by the officer sending out the form, prior to passing it to an Expert Requisitioner who will then upload the information onto Voyager.

Vendor account group

/

Please choose from;

10Main Creditors

11Landlords
16Petty Cash
17Care in the Community
18Foster Parents
19Loans Funds
22Asylum Seekers
23Cheque Book Schools
24Children’s External Placements
25Grants
CPDLOne-time vendor

HMRC ESI ref.:

HM Revenues & Customs Employment Status Indicator (ESI) / The ESI tool enables you to check the employment status of an individual or group of workers - that is, whether they are employed or self-employed for tax, National Insurance contributions or VAT purposes.
When you start using the tool, your enquiry will be assigned a ten digit ESI reference number. Please write this number in the boxes provided.

FAQs

Q1.Why do we need this information?

Requisitioning - Creating purchase orders on our procurement and payments SAP system, Voyager,requires all new suppliers to be added to the supplier database. It is mandatory that all purchase orders are raised through Voyager.

Payments purposes - Payment for equipment, goods and services from external suppliers must be conducted in accordance with BCC financial policies and procedures.

Q2.Who requests information from suppliers?

Once the business need is identified, the requisitioner faxes or emails the template to the supplier for completion together with a copy of BCC's Purchase Order Terms & Conditions. The prospective supplier must provide all required information and agree to BCC's Purchase Order Terms & Conditions prior to be added to Voyager.

Once completed this form must be sent to an expert requisitioner for creation of new vendor on Voyager.

Note: return address details on the form must be completed by the requisitioner prior to sending the form to the supplier.

Q3.What happens next?

Once a new supplier is entered on Voyager the system will generate a work task for the Vendor Management Team. The VMT will check to see vendor is not duplicated on SAP and that all details are entered correctly.

CPS reserves the right to decline a request to add a new supplier if the commodity is already available from a BCC contract, of if the use of the supplier is not in the best interest of BCC.

S:S&G/New Supplier Guidance Dec 2013Page 1 of 4