Get the free VENDOR DATA RECORD - calstate

This form collects vendor information for state agencies, used for preparing tax information returns and withholding on payments to vendors.

How to fill out vendor data record

How to fill out VENDOR DATA RECORD

1. Obtain the VENDOR DATA RECORD form from your organization's procurement or vendor management department.
2. Fill in the vendor's business name as registered with the government.
3. Provide the vendor's contact information, including phone number, email address, and physical address.
4. Enter the vendor's tax identification number (TIN) or Social Security number (SSN) if applicable.
5. Include information regarding the vendor's business structure (e.g., sole proprietorship, partnership, corporation).
6. Specify the type of goods or services the vendor provides.
7. Indicate payment terms and any required certifications or registrations.
8. Review all information for accuracy and completeness.
9. Sign and date the form, if required.
10. Submit the completed VENDOR DATA RECORD to the appropriate department for processing.

Who needs VENDOR DATA RECORD?

1. Procurement departments to assess vendor qualifications and establish contracts.
2. Accounting departments to ensure proper vendor payment and tax reporting.
3. Compliance teams to verify vendor adherence to regulations.
4. Risk management teams to evaluate supplier risks and due diligence.

People Also Ask about

What is a vendor record?

The vendor record stores all the information about the vendor you need to track and manage, such as contact information, recent activity, bank information, Tax ID number, 1099 information, as well as any notes and actions you want to associate with the vendor.

What is VMD in accounting?

It all starts with the data, and in the case of Procure to Pay/Purchase to Pay (P2P), it's Vendor Master Data (VMD).

What are vendor records?

The vendor record stores all the information about the vendor you need to track and manage, such as contact information, recent activity, bank information, Tax ID number, 1099 information, as well as any notes and actions you want to associate with the vendor.

What is a vendor of record?

A vendor of record is a supplier that is authorized to offer products or services to a particular client. It is a concept that is commonly used by government agencies and larger corporations.

What are examples of vendors?

Here are 12 common types of vendors that serve businesses, consumers and government agencies: Wholesale company. Transportation company. Software company. Shipping company. Marketing company. Catering company. Security company. Retail company.

What are the key fields in a vendor master record?

Vendor master data, also known as supplier master data, is a record of key vendor information that includes general data, such as the vendor name and address; company code data, such as the payment transaction data; and purchasing data, including the terms of payment, the currency used to order from the vendor, and

What is vendor data?

Vendor data is any information related to a specific vendor and or vendor process, from researching and sourcing, to onboarding and vendor management, and payment. All information on the vendors your company has onboarded and used is considered vendor data.

What are vendor documents?

Supplier (or Vendor) Documents are groupings of documents that illustrate how the construction team plans to build elements of the project. They are made up of things like shop drawings, material and product data and samples. They are typically submitted for review and approval on an agreed upon schedule.

For pdfFiller’s FAQs

What is VENDOR DATA RECORD?

The Vendor Data Record is a document used to collect and maintain information about vendors who conduct business with an organization. It typically includes details such as the vendor's name, address, contact information, and tax identification number.

Who is required to file VENDOR DATA RECORD?

Entities that engage in business transactions with vendors are required to file a Vendor Data Record. This includes companies, government agencies, and other organizations that need to gather vendor information for procurement or compliance purposes.

How to fill out VENDOR DATA RECORD?

To fill out the Vendor Data Record, a representative should provide accurate information about the vendor, including their legal name, business address, tax identification number, contact details, and any relevant banking information for payment processing.

What is the purpose of VENDOR DATA RECORD?

The purpose of the Vendor Data Record is to create a comprehensive database of vendors for an organization, ensuring that all vendor-related transactions are properly documented, compliant with regulations, and can be efficiently managed.

What information must be reported on VENDOR DATA RECORD?

The information that must be reported on the Vendor Data Record generally includes the vendor's name, address, contact information, tax identification number, business type, and banking information for payments.