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Complete the form electronically, then print out and sign.

BEFORE submitting this form you must check no vendor number already
exists for this vendor with the relevant account group. You can check this by searching on the name or part of the name e.g. for
World School, search using *world*.

NO HAND WRITTEN FORMS WILL BE ACCEPTED. INCOMPLETE FORMS WILL BE SENT BACK TO THE COUNTRY.

ENSURE ALL MANDATORY INFORMATION ALONG WITH THE SUPPORTING DOCUMENTS HAVE BEEN SENT

Required attachments for new vendors:


Vendors bank detail form
You must check that there are no other vendors on SAP who can supply these goods/services.
Originators name

Shankari Sivabalan

Job title

Examinations Services Officer

Department

Examination

Telephone/fax

+60 (0)3 2723 7918

Date

10.10.2014

Signature
Short justification / reason for
creation of new vendor or
amendment

Invigilator-Aptis

The creation of a new vendor or amendment must be approved by the Country Director 1 (see box below)
I confirm that this vendor should be set up
Name of the Approver

Date / Signature

Please attach the Supporting Document for Creation or Amendment, wherever applicable
Amendment to existing vendor
Existing vendor number
Amendment required

Existing vendor name

Name Change

Withholding Tax

Change in Bank Details


Address/Phone/Email Change
Payment Method Change

Block Vendor

Payment Term Change

Unblock Vendor
Mark for Deletion
Unmark for Deletion

Material Group Change

Bulk change

Other, please specify

New vendor details completed by vendor creator (OS02) only


Vendor number

Vendor name on SAP

Vendor creator name

Company code

Date

East Asia

The vendor must be set-up in the company


code that matches where payment is being
made i.e. if they being paid in GBP from a
UK bank account them the company code
is GBR1.

MYS1 - Malaysia
South Asia
[Please select one]
Middle East North Africa (MENA)
[Please select one]

Exams invigilators and venue staff can be approved by Country Exams Manager. Country Director may delegate to
Procurement Process Owner.
2

Account group

ZINV - Invigilators/examiners

A vendor must be assigned to the correct


account group.
If you are uncertain which one to use
contact SAP support for advice. Do not
guess.

VAT number/GST
registration

[GSS-please select one and provide details]

Required in Australia, Indonesia, Japan,


Korea, Taiwan, Vietnam and GSS

PAN Number

Not Applicable for Malaysia

Copy of Pan Card (if applicable)

Minority Indicator

[Please select one EA] ; [Please select one SA]

(if applicable)

Withholding Tax

Rate %
Withholding Tax No./code
Exemption No./code ( if any)

This section must be completed if


applicable (i.e. Japan, Taiwan and
Vietnam)

Exemption percentage( if applicable)%


Exempt from ( date) ( if applicable)
Exempt to ( date) ( if applicable)
Vendor name

FILL IN HERE

Vendor name cont.

PO Box

FILL IN HERE

(if applicable)

Address : Street

FILL IN HERE

This should be the street name first


followed by the house number, if
appropriate

House no

e.g. British Film Institute (max 40


characters)

FILL IN HERE
FILL IN HERE

City

FILL IN HERE

Postcode :

FILL IN HERE

Country

MALAYSIA

Language key

EN - English

Second line of the address as it should


appear when printed

If postcodes are used

Others, please specify: East Asia , MENA

(will be English EN; e.g. enter data here


only if output to be in another language e.g.
Chinese ZH)

Vendor telephone
number

FILL IN HERE

Include full international dialling code, e.g.


44 (0)20 7255 1444

Vendor Mobile
number

FILL IN HERE

Include full international dialling code, e.g.


44 (0)20 7255 1444

Vendor fax number

Include full international dialling code, e.g.


44 (0)20 7255 1444

Vendor e-mail
address for all
purchase orders

FILL IN HERE

Applicable if all BC purchase orders are to


be e-mailed to the same e-mail address.
Web address not acceptable.

Vendor e-remittance
e-mail address

FILL IN HERE

The council is committed to reduce the


number of paper remittances it issues. Web
address not acceptable.

Material group names


and numbers

78110000 - travel cost reimbursement

A vendor must be assigned to the correct


material groups.

86100003 - invigilators fee


80111601 - administrative temps

If there does not appear to be an


appropriate material group, contact the
Strategic Procurement team
(newvendor@britishcouncil.org) for advice.
Do not guess.

Type of business

Sole trader

Payment Purpose
Code

[Please select one]

(if applicable, i.e. MENA)

Reconciliation
account in the
General ledger

200000 Trade creditors domestic

Cash management
group

A4 Domestic vendor

Terms of payment key

B30N Payment due in 30 days; no discounts given

200100 Trade creditors foreign

Domestic is a vendor based in your


home country.
Domestic is a vendor based in your
home country.

A3 Foreign vendor
If you use one of the following you must justify below;
otherwise the vendor will be created with B30N
payment terms
B14N - Payment due in 14 days; no discounts given

Please state payment terms you have


agreed with your vendor.
Standard payment terms are B30N
If an option is not selected the vendor
creator will assign B30N Payment
due in 30 days. In line with our standard
terms and conditions.
Vendor creator note: Check flag for
double invoices and credit memos.

Justification for use


of non-standard
payment terms

Payment must be made once work has been completed

If this is not completed the vendor will


be created with payment term B30N

Payment methods

Click on the link for list of Vendor Payment Methods which


are country specific

The Standard Payment Method is


Bank Transfer
However if the vendor requires multiple
bank accounts, e.g. sterling account
and euro accounts, please tick all
payment methods that apply and attach
bank details for each account.

For all
Local Currency Bank Transfer
Others (Please specify) [East Asia-please select one]
[MENA-please select one] [South Asia-please select

Two vendor records will be created and


then linked.

one],
Other, please type here
Currency: MYR - Malaysian Ringgit; [Select for South
Asia] ; [Select for MENA] ;
other:

For vendors paid from UK


[Please select one]
Bank Details Form

[LINK]

Bank details form is mandatory for


bank transfer payments.

Checklist
This Checklist specifies the mandatory requirements

For New Vendor Creation


Single PDF Form approved by the Country Director OR Authorised Signatory (per the DA Doc)
Account Group

For Vendor Amendment

Single PDF Form approved by the Country Director OR


Company Code
Name

Authorised Signatory (per the DA Doc)

Company Code
Search Term1
Vendor Name
Search Term2
Bank details
Amendments/Update
Complete Address
with Post
Code
Bank details include: bank key, swift code and branch address, branch name, bank account holder name and
Phone Number
IBAN
Email-id for PO
For ZINV - email from the Vendor
Email-id for Remittance
For rest of the Accounting Groups: Cancelled copy of Cheque OR Bank statement showing the bank details
Type of Business
OR Bank details on the letter head of the Vendor OR Any document equivalent to the above mentioned docs
VAT (if applicable)
Name Change
Payment Purpose Code (if mandatory)
Checked there are no open items against the vendor
Terms of Payment
The new name details should be on Old and New letter head along with both the stamps on them OR Old letter
Payment Method
head with new companys stamp OR New letter Head with Old Stamp OR Certificate of incorporation (in case
changeGroup
of legal entity) OR Email (in case of ZINV).
Material Info:ofMaterial
Address/
Phone Number/ Email change
Material Group
Description
Approved
Reconciliation
AccountAmendment Form ONLY
Payment
Terms
Cash management
group
Amendment Form with a reason
Withholding Approved
Tax (if applicable)
Mark
for Deletion
/ Block for Postings
Bank Key/ Swift
Code/
Sort Code
Bank BranchApproved
Name Amendment Form with a reason and making sure that there are no Open Items
Bank BranchRemove
Address flag for Deletion / Unblock for Postings
Approved
Amendment
Form with a reason
Bank Account
Name/ Beneficiary
Name
Bank Account Number
IBAN (if mandatory)
Payment Currency

For Bulk Amendments

One single approved form for all requests

Copy of Cancelled Cheque ( if applicable)

Page 1 of the form required

Certificate of Registration for VAT/ Service Tax (if applicable)

Vendor details along with vendor form in .pdf format AND EXCEL SPREADSHEET

Copy of Pan Card (if applicable)

Register of Interests Form (if applicable)


Quotation/ Written Documentation to Support/ Select Creation with Budget Managers approval (if applicable)
Signature/Stamp of Vendor AND Finance Dept.