The Vendor Intake Form is a critical document used during the vendor onboarding process in Ireland. It is designed to gather comprehensive information about potential suppliers and ensure compliance with Irish regulatory requirements, including the Data Protection Act 2018, tax regulations, and anti-money laundering laws. This document should be used when establishing new vendor relationships or updating existing vendor information. The Vendor Intake Form includes sections covering business details, financial information, compliance certifications, and regulatory requirements. It helps organizations maintain proper documentation for audit purposes and ensures that all vendors meet necessary legal and operational requirements under Irish law.
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1. Vendor Basic Information: Legal business name, trading name, registered address, business type, registration numbers
2. Contact Details: Primary contact information, emergency contacts, account management contacts
3. Business Profile: Years in business, number of employees, main business activities, industry sectors served
4. Financial Information: Bank details, tax registration numbers, VAT status, financial year-end
5. Compliance Information: Regulatory certifications, licenses, insurance details
6. Data Protection: GDPR compliance confirmation, data processing activities, security measures
7. Payment Terms: Standard payment terms, currency, payment methods accepted
8. Declaration: Confirmation of accuracy of information provided and authorization to verify
1. Environmental Compliance: For vendors providing goods or services with environmental impact - sustainability certifications, environmental policies
2. Health and Safety: For vendors working on-site or providing personnel - H&S policies, certifications, incident reporting procedures
3. Quality Management: For manufacturing or service providers - quality certifications, quality control processes
4. Security Clearance: For vendors requiring access to sensitive areas or information - security protocols, clearance levels
5. Diversity Information: Optional section for diversity initiatives - minority-owned business status, diversity programs
6. Supply Chain Details: For suppliers of goods - information about sub-suppliers, origin of goods, supply chain transparency
1. Schedule A - Required Documents: Checklist of documents to be submitted with the form (certificates, licenses, insurance policies)
2. Schedule B - Product/Service Categories: Detailed list of products or services offered by the vendor
3. Schedule C - Pricing Structure: Standard rate card or pricing methodology if applicable
4. Appendix 1 - Code of Conduct: Company's supplier code of conduct requiring acknowledgment
5. Appendix 2 - Compliance Certificates: Copies of relevant compliance certificates and accreditations
6. Appendix 3 - Insurance Certificates: Copies of required insurance certificates and coverage details
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