VENDOR PROCESS TRAINING CENTER

VENDOR TOOLKIT

framework and Templates that Have Built-In Authentication, Internal Controls And Best Practices

Included With Your Training Pass
Are a Training Pass Member?  Sign-In to Download for Free
Write your awesome label here.
Write your awesome label here.

Write your awesome label here.
Write your awesome label here.

Framework to Avoid Fraud, Compliance Fines and Bad vendor Data

3 Step Vendor Setup & Maintenance Process EGuide

  • 5 Authentication Techniques
  • 27 Internal Controls
  • 17 Vendor Master File Best Practices
  • 16 Vendor Validations / 26+ Resources
  • 8 Step Process to Clean Your Vendor Master File
  • 5 Step Merger-Acquisition Process
    73 Pages
Write your awesome label here.

AUTHENTICATION

Write your awesome label here.

Authentication matrix template  
Are You Communicating with Your Vendor or a Fraudster?

When you call your bank, you are required to answer two to three identifying questions to verify you are who you say you are.  Do the same and authenticate vendors and internal team members that contact with vendor inquiries or requests.  Download template and customize. 

Want Help?  Enroll in the Build Your Authentication Reference Training Session

Substitute W-9 Vendor Setup Form - Template
Collect Authenticating Data

  • Combines the IRS Form W-9 & a Vendor Setup Form
  • Collects more info than the IRS form alone
  • Requires authenticating data when changing vendor info to validate against the vendor record
Write your awesome label here.
Write your awesome label here.

Substitute W-8BEN & W-8BEN-E Vendor Setup Form - Template
Collect Authenticating Data

  • Combines the IRS W-8 Forms & a Vendor Setup Form
  • Collects more info than the IRS W-8 forms alone
  • Requires authenticating data when changing vendor info to validate against the vendor record. 

Vendor Banking Form - Template
Collect Authenticating Data

  • Don't just accept what is submitted which can be forged, require a company branded banking form
  • Requires authenticating data when changing vendor info to validate against the vendor record. 
Write your awesome label here.

VALIDATION

Vendor Validation Reference List 
Are you Performing All Required Vendor Validations?

  • 26 Vendor Validations
  • Links to Validation Resources
  • 27 Internal Controls
  • Excel File
    Download template and customize 
Write your awesome label here.
Write your awesome label here.

global Vendor Registration Numbers List
100+ Countries

It's not just about the IRS Tax ID.  Other countries have business, personal and tax registration numbers that can be collected to verify the vendor is real.  Includes the format for each registration number and either a validation link or a link for more information. 

MANAGEMENT

Desktop Procedure - Templates
Document Your Processes

  • New Vendor Add - US
  • Vendor Existing Vendor Change - US
  • Vendor New Vendor Add - Non-US
  • Vendor Existing Vendor Change - Non-US
  • Vendor Remittance Details Confirmation
  • Help Desk / Authentication
  • Vendor Master File (VMF) Vendor Data Review
Write your awesome label here.
Write your awesome label here.

Vendor Communication Script - Templates
Read During Phone Call or Paste in Email

  • Existing Vendor Change Instructions
  • New Vendor Add Instructions
  • Vendor Remittance Confirmation
  • Vendor Notification of Change
  • Vendor Notification of Add
  • Vendor Validation Request to Vendors

W-8 Expiration Date Tracker - Template
Track Compliance

  • IRS W-8 Series Forms Expire
  • Expiration is December 31st of the 3rd Year based on the Signature Date
  • Built-In Formula Calculates Expiration Date
Write your awesome label here.
Write your awesome label here.

Confirmation Log - Template
Track Confirmation Attempts

  • Vendors do not always answer the phone the first time when calling to confirm remittance changes.
  • Track attempts to confirm until successful
  • Pending confirmation requests are now transparent
  • Enables the ability to follow-up where one team member left off to continue attempts during absences or vacations.