Supplier Set Up

New applications for Supplier Set Ups and amendments are processed by Demie Hall and Linda Leslie, using the Supplier Information form.

Please read the Completion Guide for Staff and follow the instructions related to the form before sending to the Supplier. Pay particular attention to Self Employment individuals. If you are unsure please email us at procurement@abdn.ac.uk. Should the supplier be self employed, please ensure that they also complete the Employment Questionnaire.

The Supplier Category Box must be completed, using the correct commodity codes.

This form is to be used for companies, partnerships and sole traders. For full guidance on payments to individuals please refer to Guidance on Payments to Individuals:

• Check to see that the new Supplier you are requesting to be added is not already on the Finance System
• Try to search on part of the name or postcode to be sure
• Please make sure that no orders are made until the Supplier is actually set up, if there are no issues and the form is completed properly then this will be within three days

Supplier Set Up Amendments

Amendments are completed on the same Supplier form given above, just check the box given on page 2 for amendment and complete as before. Please note that changes to company name, address or bank details need to have headed paper confirmation or official email from the requesting Supplier.

Credit Checks

All new customers (excluding students) with an estimated annual invoicing in excess of £5000 will be credit checked.

A link to the form requesting a credit check can be found here:

• Credit Check Form

The completed request is picked up by Systems Administration and passed to Lukasz Szalasnik, who will obtain a full financial report from a commercial provider. The credit check will be performed by Financial Accounting following a set format, and will include analysis of the customer's annual accounts or a request for financial information from the customer. Costs of credit checks will be covered by Finance, and checks will be completed in a timely manner. A database of companies that have been checked is maintained by Financial Accounting to ensure that no duplication takes place.

Following the review, credit limits are established within the Finance system. If a School/College/Section wishes to breach this threshold then approval must be sought from the Financial Controller within the Finance and Purchasing Section.

Supplier Account Applications

Supplier Credit Account Applications are often received when we are dealing with a Supplier for the first time. These are completed by Lukasz Szalasnik. The forms can be scanned in and emailed to Procurement at procurement@abdn.ac.uk, faxed to 01224 273875, or mailed to Procurement, Room 46, University Office, Kings College.