Disbursement Controls Resource · Vendor Master Tools

Vendor Onboarding Information Checklist

Example checklist for capturing vendor master file data during onboarding

How to use this checklist: This is a sample, illustrative list of the data fields many organizations collect when onboarding a new vendor. It is not exhaustive and is not a substitute for your organization's own policy requirements. Tailor the fields, add or remove items, and adjust designations (e.g., diversity classifications, sanctions screening steps) to match your industry, regulatory environment, ERP/vendor master system, and internal controls framework.

Vendor Identification & Contact Information 0 / 17

Vendor name Business name if different (DBA) Parent/subsidiary relationship(s) Ownership, principal owner Address: street, city, state, zip, country Address: post office box Phone Fax Email address Website URL DUNS number Commodity or industry code GL number(s) Contact person Contact phone – office / cell Purchase order address Remit-to address

Payment, Terms & Financial Information 0 / 7

Limits & restrictions (minimum/maximum) Payment information: bank name Payment information: bank routing number Payment information: bank account number Payment information: account type Payment terms (including discount terms/dates) Freight terms

Tax, Classification & Compliance Information 0 / 10

Tax ID number (FEIN, SSN, ITIN) Tax classification (corporation, partnership, sole proprietor) Special business status/diversity classification (MBE, WBE, etc.) Special business status certificate Critical supplier designation Other custom designator (e.g., ESG rating) Sales tax status designation License Certification Insurance document

Score Summary

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This checklist is provided as an educational reference for accounts payable, treasury, and shared services professionals. It does not constitute legal, tax, or compliance advice. Organizations should adapt fields and validation steps to their own risk profile, industry requirements, and applicable regulations.