master data create a vendor

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					MD5 Master data form


                                                  MD5
        REQUEST TO CREATE OR CHANGE A FINANCE VENDOR

Guidance Notes
SECTION 1 REQUESTER DETAILS

NAME                     Enter the name of the person making the request
DEPARTMENT               Enter the requester’s department name i.e. CAYA,
                         Adult Care, CACS, CRD, Chief Executives,
                         Environmental Services.
SECTION                  Enter the requester’s section
EXTENSION                Enter the requester’s telephone extension
E-MAIL ADDRESS           Enter the requester’s email address


SECTION 2 - NEW FINANCE VENDOR/CHANGE FINANCE VENDOR

2(a) FOR CHANGE VENDOR REQUESTS:
Leave this sub-Section blank if you are submitting a new vendor request and complete Section 2(b)
instead.

Vendor number (if known)
Vendor name/address (if no vendor number)



Search for the 8 digit vendor number above (if you do not already know it). If
you have no access to SAP transaction XK03 enter the full vendor name and
address above.


2(b) DETAILS OF REQUEST

ACCOUNT GROUP                 Please state what account group this should be
                              in, choose from one of the following –
                                   Public Sector
                                   Commercial
                                   Commercial CIS
                                   Not for Profit
                                   Individuals
                                   Children Client Services
                                   Adult Client Services
                                   Imprest
TITLE                         Enter the title of the vendor – this field only
                              applies if the vendor is an individual and not a
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                                company e.g. Mrs/Mr/Dr etc.
FULL NAME/COMPANY               Enter the name of the vendor or the company
NAME                            name e.g. John Smith or ABC Ltd.
C/o                             Enter care of details where required, e.g. for
                                DCIL accounts, carers etc. In these instances
                                the address (for remittance advice) and any
                                bank details completed should be in respect of
                                the C/o name and not the vendor name.
STREET 1                        Enter the street name e.g.12 High Street of the
                                vendor.
STREET 2                        Enter street name or area e.g. Off Sheffield
                                Road of the vendor.
STREET 3                        Enter street name or area of the vendor.
CITY/TOWN                       Enter the county of the vendor.
COUNTY                          Enter the city or town of the vendor.
POST CODE                       Enter the postcode of the vendor.
TELEPHONE NUMBER                Enter the telephone number of the vendor
                                including STD.
EMAIL ADDRESS                   Enter the email address of the vendor.
VAT REGISTRATION                Enter the VAT registration number of the
NUMBER                          vendor, if appropriate. Some smaller
                                companies will not always be VAT registered,
                                therefore a VAT registration number will not be
                                available. This is always entered in SAP
                                starting with GB.
MAINFRAME CREDITOR              Enter the 6 character mainframe creditor
REFERENCE                       reference if the creditor was set up on the old
                                system and has not transferred across to SAP.
FACTORING DETAILS               If the payment is to be sent to a different
                                address from that where the goods are ordered
                                e.g. factoring company (agent who collects
                                payments on behalf of the company), enter the
                                details here i.e. name, address etc.

SECTION 3 – PAYMENT DETAILS
Complete this Section where BACS payments are to be made to the vendor, otherwise provide
cheque payee name.
                                                       Tick to confirm
Documentation                                     (by using the a keyboard key)
Children’s Services clients ONLY
Confirm you have seen the bank details and have
                                                                                  
confirmed on FS15, financial assessment forms, or
documentation. This should not be attached to the form.
                                 BACS IS PREFFERED PAYMENT OPTION
BANK/BUILDING                   Enter the bank/building society name
SOCIETY NAME                    e.g. Royal Bank of Scotland
SORT CODE                       Enter the bank/building society sort code
                                e.g. 09-02-57
ACCOUNT NUMBER                  Enter the bank/building society account number.


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BUILDING SOCIETY              Enter the building society reference number, if
REFERENCE NUMBER              applicable.
(if applicable)
ACCOUNT HOLDER                Enter the account name – this will usually be the
NAME                          vendor name e.g. John Smith or ABC Ltd
BANK/BUILDING                 Enter the address of the Bank/Building Society.
SOCIETY ADDRESS               This helps the team confirm that the sort code
                              details have been entered correctly.




WE WILL ACCEPT ORIGINAL/COPY INVOICE OR LETTER AS EVIDENCE OF BANK DETAILS.
PLEASE CONFIRM YOU HAVE SENT VIA –
      Method               Tick                 Date
Post
Scanned/Emailed
Faxed

Please tick the method of how you have sent evidence of the vendor’s bank details, and the date in which
you sent this to the Master Data Team. This will speed up the process as we will be able to locate the
paper work quickly.

SECTION 4 – CONSTRUCTION INDUSTRY SCHEME DETAILS
Complete if the vendor is part of this scheme.
Refer to Corporate Accountancy, Corporate Finance for further guidance on completing this
Section - extensions 38725 or 38918.

EXEMPTION CERTIFICATE      Enter the 10 digit exemption
NUMBER (UTR NUMBER)        certificate number (UTR number).
COMPANY TYPE               Enter the company type. This
                           governs which of the next two boxes
                           to complete. Choose one from:
                           Sole trader
                           Partnership
                           Company (registered companies)
NI NUMBER (SOLE TRADERS OR Enter the NI number(s) of the sole
PARTNERSHIPS)              trader or partners (one for each
                           partner), if applicable. For registered
                           companies complete the company
                           number below.
COMPANY NUMBER (REGISTERED Enter the Companies House
COMPANIES)                 registered number of the company, if
                           applicable. For sole traders or
                           partnerships, complete the NI
                           number(s) above.
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WITHHOLDING TAX ID NUMBER                  To be entered by the Master Data
(VERIFICATION NUMBER)                      Team. Enter the withholding tax id
                                           number. This is an 11 digit reference
                                           provided which usually begins with
                                           the letter V.
DEDUCTION RATE                             To be entered by the Master Data
                                           Team. Enter the deduction rate.
                                           Choose one from:
                                           G (0%) – gross rate
                                           V (20%) – standard rate
                                           N (30%) – higher rate

SECTION 6 – APPROVAL
This section should be completed by the requester’s line manager or appropriate Finance Manager.

APPROVED BY                                To be approved by the Line Manager
                                           of the requester, or equivalent within
                                           the department.
POSITION                                   Enter the title or position of the
                                           approver.
TELEPHONE NUMBER                           Enter the telephone number of the
                                           approver.
DATE                                       Enter the date of departmental
                                           authorisation.


You will be notified when the request has been completed and advised of the new vendor number, where
applicable.

If there is insufficient or incomplete data on the form, or the original documentation has not been received,
which prevents the Master Data Team from creating or changing the vendor, your request will be rejected.
In the event of your request being rejected, you will be contacted by a member of the Master Data team
and given the reasons for the rejection, after which you will then need to correct the form and resubmit it.




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posted:6/12/2012
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