Introduction

A supplier is a person or business that provides a product or service to another entity. The role of a supplier in a business is to provide high-quality products.

A supplier may also be refereed as a vendor who supplies required materials or a product to the State or ULB for the works which need to be executed. (Example: materials for street light, cable wires for street light etc)

Data Table

Procedure

Data Definition

• Sr No: Defines the serial no of the line item.

• Name: The register Name of the Company or a Individual Person Name, this will help the user to easily identify the supplier to raise a Purchase Order and also while generating the bills.

• Permanent Address: Company permanent address or a Individual Person permanent address, this will help the user to send the hard copy of a Purchase order to the Supplier.

• Correspondence Address: Alternative address of a Company or a Individual Person Alternative address

• Supplier Code: A unique code that identifies the supplier of the goods

• Contact Person: Details of a contact person of a individual or a Company, user can contact the supplier to get the information and status of the delivery of the goods ordered.

• Email ID: Company email Id or a individual person email Id, with the email Id the supplier can receive the notification related to purchase order and payments.

• Mobile No: Company Mobile number or a individual person mobile number, the supplier can receive a SMS alerts after the bills are processed.

• PAN No: Company registered PAN number or a individual person PAN number

• Registration No: Company/Firm registered number, it’s a unique number assigned by the Registrar of Companies.

• GST/TIN No: Company registered GST/TIN number is a Tax Identification Number is a unique 15-digit number.

• Bank Name: Company Bank Name in which they hold the account or a individual person Bank account name which he/she holds the account

• Bank Account No: Company Bank Account number or a individual person Bank Account number. With the bank account number the bill payment can be made to the correct account, also while doing the RTGS fund transfer the amount can be transferred to the respective firms or individual account.

• IFSC Code: The Bank IFSC code pertaining to the bank Account of the Company or a Individual person holding a bank account, the IFSC code will be a validation check for the bank account provided by the contractor and useful for the user while doing a bill payment via RTGS.

• Status: Active/Inactive status to be mentioned for the individual supplier

Steps to fill data

• Identify all the “Suppliers” details which exists at State and ULB Level.

• Download both the attached template and to updated all the details as per the above information in the empty template provided. The sample data template can be used as a reference to fill in the data.

• Read through all the information above before updating the template and feed into the respective columns accordingly.

Validations

• All the fields with * sign are mandatory to be filled in. Without this information, the system configurations cannot be executed.

• The Email ID should be valid Id, email Id should contain the Company/Firm name or a individual person name before the “@” and the “XXXXX.com” after the “@” (Example ABCltd@xeror.com).

• The PAN number should consists of 10 digit alphanumeric (Example AFRXXXX37P).

• The IFSC code should consists of 11 digit alphanumeric (Example ICICI0XXXX97).

• Length of the fields should be as below:

  • Name : 50 characters

  • Contractor Code : 50 characters

  • Correspondence address /Permanent address : 250 characters

  • Contact Person : 100 characters

  • Mobile No : 12 characters

  • GST/TIN No : 15 characters alphanumeric

  • Registration number: alphanumeric code 21 digits

Attachments

• Refer to “Suppliers Tab” in the uploaded template.

• For sample data reference, refer to the uploaded “sample date” file.