Vendor Registration Form for Retail & E-commerce

# Vendor Registration Form - Retail & E-commerce

## Purpose
Use when onboarding new suppliers to collect all required information upfront and maintain a compliant vendor database.

## When to Use
A vendor onboarding form capturing ABN, insurance details, payment terms, compliance certifications, and key contact information.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your retail & e-commerce business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Xero or Airtable)

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## Vendor Registration Form

**Purpose:** Collect all required information from new suppliers upfront to streamline onboarding, maintain compliance, and set up accurate records in your accounting system.

### Section 1: Business Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Legal Business Name | Text | Yes | Min 2 characters | Smith Consulting Pty Ltd |
| Trading Name (if different) | Text | No | - | Smith & Co |
| ABN | Text | Yes | 11 digits, validated against ABR | XX XXX XXX XXX |
| ACN (if company) | Text | No | 9 digits | XXX XXX XXX |
| GST Registered | Radio | Yes | - | Yes / No |
| Business Type | Dropdown | Yes | - | Sole Trader / Partnership / Company / Trust / Other |
| Industry or Service Category | Dropdown | Yes | - | [Customise: IT Services / Marketing / Consulting / Construction / Logistics / Office Supplies / Professional Services / Other] |
| Website | URL | No | Valid URL | https://www.example.com.au |

### Section 2: Contact Information
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Primary Contact Name | Text | Yes | Min 2 characters | John Smith |
| Primary Contact Email | Email | Yes | Valid email format | john@smithconsulting.com.au |
| Primary Contact Phone | Phone | Yes | Australian format | 04XX XXX XXX |
| Accounts Contact Name | Text | Yes | - | Sarah Johnson |
| Accounts Contact Email | Email | Yes | Valid email format | accounts@smithconsulting.com.au |
| Accounts Contact Phone | Phone | No | - | 04XX XXX XXX |
| Business Address | Text | Yes | - | 123 Main Street, Sydney NSW 2000 |
| Postal Address (if different) | Text | No | - | PO Box 456, Sydney NSW 2001 |

### Section 3: Banking & Payment Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Bank Name | Text | Yes | - | Commonwealth Bank |
| Account Name | Text | Yes | Must match business or trading name | Smith Consulting Pty Ltd |
| BSB | Text | Yes | 6 digits, format XXX-XXX | 062-000 |
| Account Number | Text | Yes | 6-10 digits | XXXXXXXX |
| Preferred Payment Terms | Dropdown | Yes | - | 7 Days / 14 Days / 30 Days / EOM + 30 |

### Section 4: Insurance & Compliance
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Public Liability Insurance | Radio | Yes | - | Yes / No / Not Applicable |
| Public Liability Amount | Text | No | - | e.g., $20,000,000 |
| Public Liability Expiry Date | Date | No | Must be a future date | DD/MM/YYYY |
| Professional Indemnity Insurance | Radio | No | - | Yes / No / Not Applicable |
| Professional Indemnity Expiry Date | Date | No | Must be a future date | DD/MM/YYYY |
| Workers Compensation Insurance | Radio | No | - | Yes / No / No Employees |
| Workers Compensation Expiry Date | Date | No | Must be a future date | DD/MM/YYYY |
| Relevant Licences or Certifications | Textarea | No | Max 500 characters | List any industry licences, certifications, or accreditations... |

### Section 5: Supporting Documents
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Certificate of Currency - Public Liability | File Upload | Yes | PDF, max 5MB | Upload current certificate |
| Certificate of Currency - Professional Indemnity | File Upload | No | PDF, max 5MB | Upload if applicable |
| Certificate of Currency - Workers Compensation | File Upload | No | PDF, max 5MB | Upload if applicable |

### Section 6: Declaration
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| I confirm the information provided is accurate | Checkbox | Yes | Must be checked | - |
| I agree to notify of any changes to these details | Checkbox | Yes | Must be checked | - |
| I agree to the vendor terms and conditions | Checkbox | Yes | Must be checked | - |

### Conditional Logic
- If "GST Registered" = "No", show note: "We may need to withhold tax at the top marginal rate if you do not provide an ABN or are not GST registered. Please consult your accountant."
- If "Public Liability Insurance" = "No", show warning: "Public liability insurance is required for most vendor engagements. Please contact us to discuss."
- If insurance expiry dates are within 30 days, trigger reminder to vendor and internal procurement team

### Submission
- **Button text:** "Submit Registration"
- **Confirmation message:** "Thank you for registering as a vendor. Our procurement team will review your details and set up your account within 3 business days. You will receive a confirmation email once your vendor account is active."
- **Notification:** Email procurement manager, create vendor record in accounting system, file insurance certificates in vendor folder

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**Complexity:** intermediate | **Setup time:** 15 minutes | **Tools:** Xero, Airtable, Zapier

Note: This template has been tailored for retail & e-commerce businesses in Australia. Adjust terminology and compliance references to match your specific context.