Pievienot jaunu piegādātāju

Kad izmantot

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.

Pirms sāc

• 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.

Ko izpilde pieprasa3

Ceļš9 soļi

1. S1

   Identify the legal entityaģents

   From the supplier's own invoice template or website, take the exact legal name and registration number.

   Izdarīts, kad the entity exists in the company register with status "active" and the legal address is recorded.

2. S2

   Read the register extractaģents

   Open the register entry: board members, legal address, status, any insolvency or liquidation marks.

   Izdarīts, kad the extract is saved to the supplier's folder with the date it was read.

3. S3

   Check VAT and sanctionsaģents

   Check the VAT number in the VID VAT payer check. Screen the entity and its board against the EU sanctions list.

   Izdarīts, kad 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.

4. S4

   Collect the supplier's termsaģents

   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).

   Izdarīts, kad the draft terms and the account details are on file.

5. S5

   Agree the termsīpašnieksvajag apstiprinājumu · īpašnieks

   Apstiprinājums · S5 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Present the supplier, the intended spend, the offered terms (price, payment term, delivery, liability) and anything missing.

   Izdarīts, kad the owner has decided: accept as-is, negotiate named points, or reject.

6. S6

   Prepare the contractaģents

   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).

   Izdarīts, kad a clean draft exists and every change from the supplier's original is listed for the owner.

7. S7

   Signīpašnieksvajag apstiprinājumu · īpašnieksneatgriezenisks

   Apstiprinājums · S7 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Neatgriezenisks solis · S7 — aģents to nekad nenoslēdz viens

   The owner signs for the company (e-paraksts or wet ink per the counterpart's practice).

   Izdarīts, kad 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.

8. S8

   Create the supplier card and make it payableaģents

   Enter the supplier in the money module: legal name, registration number, VAT number, bank account, payment term, default expense category.

   Izdarīts, kad a test read-back of the card matches the register and the signed contract, field by field.

9. S9

   Record and hand backaģents

   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.

   Izdarīts, kad the summary is sent and the supplier appears in the supplier list.

Pārbaudes — kā zinām, ka izdevās

• 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.

Ja noiet greizi

Ko atstāj katrs solis

1. S1the entity exists in the company register with status "active" and the legal address is recorded.
2. S2the extract is saved to the supplier's folder with the date it was read.
3. S3both results are written on the supplier card with the date, including "not found — checked X on <date>".
4. S4the draft terms and the account details are on file.
5. S5the owner has decided: accept as-is, negotiate named points, or reject.
6. S6a clean draft exists and every change from the supplier's original is listed for the owner.
7. S7a signed copy is stored in the agreements module and the counter-signed copy is received.
8. S8a test read-back of the card matches the register and the signed contract, field by field.
9. S9the summary is sent and the supplier appears in the supplier list.

Ko saglabāt

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.

Kā šī procedūra uzlabojas

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.