ops.new-supplier·version 1.0.0·draft2 to verify
Onboard a new supplier
The supplier is checked in the company and VAT registers, has a signed contract with agreed terms, and is payable in Brain Club.
When to use
The company wants to buy from a supplier it has never bought from. Not for a one-off purchase under an amount the owner already approves informally — use ops.purchase-approval and skip onboarding until the relationship is real. Not for reviewing an existing supplier — use ops.supplier-review-yearly.
Before you start
- The owner of the relationship at the company is named — every question in S5 goes through them.
- The intended spend per year is a rough number; it decides how heavy S5 must be.
- It is known whether the supplier is Latvian, EU, or outside the EU — it changes the VAT handling in S6.
What a run requires3
- Approval · S5 · ownerthe run stops until a named person records the decision
- Approval · S7 · ownerthe run stops until a named person records the decision
- Irreversible · S7an agent never closes it alone
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail9 steps
Identify the legal entityagent
From the supplier's own invoice template or website, take the exact legal name and registration number.
Done when the entity exists in the company register with status "active" and the legal address is recorded.
Read the register extractagent
Open the register entry: board members, legal address, status, any insolvency or liquidation marks.
Done when the extract is saved to the supplier's folder with the date it was read.
Check VAT and sanctionsagent
Check the VAT number in the VID VAT payer check. Screen the entity and its board against the EU sanctions list.
Done when both results are written on the supplier card with the date, including "not found — checked X on <date>".
⛔ A VAT number that only appears on the supplier's own website is not a check — it must answer in the VID register.
Collect the supplier's termsagent
Ask for their standard contract or terms, price list, and payment details. Confirm the bank account belongs to the same legal entity (the account holder name must match the register name).
Done when the draft terms and the account details are on file.
Agree the termsownerneeds approval · owner
Approval · S5 · owner — the run stops until a named person records the decision
Present the supplier, the intended spend, the offered terms (price, payment term, delivery, liability) and anything missing.
Done when the owner has decided: accept as-is, negotiate named points, or reject.
Prepare the contractagent
Fill the company's standard template or mark up the supplier's: parties with registration numbers, board member as signatory for the supplier, payment term, prices, notice period, governing law (Latvia unless the owner decides otherwise).
Done when a clean draft exists and every change from the supplier's original is listed for the owner.
Signownerneeds approval · ownerirreversible
Approval · S7 · owner — the run stops until a named person records the decision
Irreversible · S7 — an agent never closes it alone
The owner signs for the company (e-paraksts or wet ink per the counterpart's practice).
Done when a signed copy is stored in the agreements module and the counter-signed copy is received.
⛔ The agent never signs, even a "harmless" order form — only the named owner does.
Create the supplier card and make it payableagent
Enter the supplier in the money module: legal name, registration number, VAT number, bank account, payment term, default expense category.
Done when a test read-back of the card matches the register and the signed contract, field by field.
Record and hand backagent
Tell the relationship owner: what was signed, the payment term, who signs invoices on the supplier's side, and when the first purchase can be made.
Done when the summary is sent and the supplier appears in the supplier list.
Checks — how we know it worked
- Register status today is "active" (read back from ur.gov.lv, not from the supplier's website).
- VAT number answers in the VID check for the same legal name and number.
- Bank account holder name = the registered legal name (character by character, not "close enough").
- Signatory on the contract is a board member per the register extract, or holds a
documents.power-of-attorney. - Payment term in the money module = payment term in the signed contract.
If it goes wrong
| Symptom | Response |
|---|---|
| Supplier is in liquidation or reorganization | Stop; do not pay any advance. Record the status and tell the owner — choosing a replacement is an owner decision, not a rescue. |
| VAT number not found in the VID check | Ask the supplier to confirm in writing; if it still does not answer, book the purchase without input VAT and flag it to the owner before the first invoice. |
| Bank account holder differs from the legal name | Do not save the account. Ask for a bank statement or register proof of the account holder; if it is a branch or trade name, record the link explicitly. |
| Supplier refuses the payment term | Take it back to the owner with the cost of the delay, not as an agent decision. A worse term accepted knowingly is fine; one accepted silently is not. |
| Supplier is outside the EU | Stop S6 and re-check the VAT treatment for the specific transaction type before drafting — ⚠ verify reverse-charge and import rules with the company's accountant or vid.gov.lv. |
What each step leaves behind
- S1the entity exists in the company register with status "active" and the legal address is recorded.
- S2the extract is saved to the supplier's folder with the date it was read.
- S3both results are written on the supplier card with the date, including "not found — checked X on <date>".
- S4the draft terms and the account details are on file.
- S5the owner has decided: accept as-is, negotiate named points, or reject.
- S6a clean draft exists and every change from the supplier's original is listed for the owner.
- S7a signed copy is stored in the agreements module and the counter-signed copy is received.
- S8a test read-back of the card matches the register and the signed contract, field by field.
- S9the summary is sent and the supplier appears in the supplier list.
Evidence to keep
Register extract with date · VAT and sanctions check results with date · signed contract (both copies) · the owner's decision in S5 and approval in S7 (who, when) · supplier card as entered · the bank-account confirmation from S4.
How this playbook improves
After every 10 onboardings ask: how long from ask to payable, and which step waited longest (usually the supplier, not us)? Did any check in S3 miss something found later? Was any invoice ever corrected because of wrong supplier data — which field, and which step should have caught it? A new version changes the failing step and says so in its change note.
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