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ERP New Customer Creation Form
Serial Number Date Buyer Type Domestic  Foreign 
Buyer Name
Buyer Category Manufacturer ...
For Accounts Department Use Only
Whether Billing Address matches Business Registration Documents YES 
Whether Registered ...
General Instructions for filling Customer KYC Form
1. Page 1 specifies the information required to be filled and sent in H...
31. ECC No.: Mention the Excise Control Code of the Central Excise registered buyer, else mention
`Unregistered Dealer’ (S...
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Manufacturing - Customer KYC - ERP Master Data Form - Ver1.0

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Format for collecting Customer Data for addition to ERP Master, review of credit limit, risk management, cash management, etc., target user: Manufacturing Enterprises

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Manufacturing - Customer KYC - ERP Master Data Form - Ver1.0

  1. 1. ERP New Customer Creation Form Serial Number Date Buyer Type Domestic  Foreign  Buyer Name Buyer Category Manufacturer  Dealer  Contractor  Other  Exporter YES  Business Form Proprietorship  Partnership  LLP  Limited Company  Other  Business Group Brand Name Authorization YES  Ultimate Beneficiary(ies) Size (Headcount) Size (Turnover) Size (Locations) Main Product Registered Address City State Country PIN / Zip Phone No Fax No E-mail Billing Address City State Country PIN / Zip Shipping Address City State Country PIN / Zip Contact Person (Materials / Purchase) Designation Phone No Board Extn Direct Mobile Fax No. E-Mail Contact Person (Billing / Invoicing) Designation Phone No Board Extn Direct Mobile Fax No. E-Mail Contact Person (Logistics) Designation Phone No Board Extn Direct Mobile Fax No. E-Mail Contact Person (Accounts / Payables) Designation Phone No Board Extn Direct Mobile Fax No. E-Mail Principal Currency IN₹  US$  €UR  GB£  Other  Bank Mandate YES  PAN No/GIR No Certified Copy YES  IEC No. Certified Copy YES  VAT TIN No. Certified Copy YES  CST No. Certified Copy YES  Tax Id. No. Certified Copy YES  ECC No. Certified Copy YES  Service Tax No. Certified Copy YES  Credit Limit Period Proposed Days Approved Days Approval Copy YES  Value Proposed IN₹ Approved IN₹ Approval Copy YES  Mode of Payment Proposed Approved Approval Copy YES  Terms of Payment Proposed Approved Approval Copy YES  Terms of Delivery Proposed Approved Approval Copy YES  Business Profile YES  Latest Financial InformationYES  List of Directors / Promoters / Partners YES  Prepared By Confirmed By Authorized By Designation Designation Designation REGIONAL SALES MANAGER GENERAL MANAGER SALES Signature Signature Signature XXX Enterprises Website Years in Business Years in Key / Relevant Business BUYER XXX ENTERPRISES XXX ENTERPRISES KYC_Ver.01_Rev.00_2014-10-17 FOR EDUCATIONAL / REFERENCE USE © S P GUPTA, FCA, DISA, FAFD
  2. 2. For Accounts Department Use Only Whether Billing Address matches Business Registration Documents YES  Whether Registered Address matches Business Registration Documents YES  Whether copies of Documents mentioned above have been received and matched YES  Buyer Okay for Issuing Code YES  Buyer Okay for Fund Transfer YES  Buyer Okay for Issuing C Form YES  Buyer Okay for other Tax Concessions YES  Buyer Type Original Equipment Manufacturer (OEM) Distributor (DST) Energy Saving Company (ESCO) Buyer Code No. Created On Remarks Modified On Deactivated On Remarks Entered By Designation Signature KYC_Ver.01_Rev.00_2014-10-17 FOR EDUCATIONAL / REFERENCE USE © S P GUPTA, FCA, DISA, FAFD
  3. 3. General Instructions for filling Customer KYC Form 1. Page 1 specifies the information required to be filled and sent in HARD COPY. 2. Serial No. : Leave blank (To be filled in by Accounts / Finance Personnel). 3. Date: Enter date of obtaining information. 4. Buyer Type: Tick the appropriate checkbox based on geographical location of the buyer. 5. Buyer Name: Enter the formal / registered name of the business entity. 6. Buyer Category: Tick the appropriate checkbox based on nature of business of the buyer (see Special Instruction 1 below). 7. Exporter: Tick the checkbox if the buyer is an exporter. 8. Business Form: Tick the appropriate checkbox based on legal form of the buyer. 9. Business Group: Mention the business group of which the buyer is a part. 10. Brand Name: Applicable to OEMs / OEM Vendors; mention the brand name associated with the buyer. 11. Authorization: Tick the checkbox if the unabridged `Brand Authorization’ has been obtained from the buyer. 12. Ultimate Beneficiary (ies): Mention the name of Individual(s) / Group(s) / Legal Entity (ies) controlling the business of the buyer. 13. Size (Headcount): Approximate workforce strength of the buyer. 14. Size (Turnover): Gross Sales of the buyer as per latest audited financials (IN₹ Crores). 15. Size (locations): Mention the total number of Office & Factory Locations worldwide. 16. Main Product: Mention the chief / main product manufactured / dealt by the buyer. 17. Website: Mention the internet website address of the buyer here. 18. Years in Business: Mention the number of years the buyer has been contiguously engaged in business. 20. Registered Address: Mention the principal / legal address of the buyer (See special Instruction 2 below). 21. Billing Address: Mention the principal / usual `Bill to’ address of the buyer (See special Instruction 2 & 3 below). 22. Shipping Address: Mention the principal / usual `Ship to’ address of the buyer (See special Instruction 2 & 3 below). 23. Contact Person: All details are mandatory for all four separate persons. 24. Principal Currency: Mention the principal currency in which transactions would be usually carried out (See special Instruction 1). 25. Bank Mandate: Tick the checkbox if duly filled bank mandate (along with cancelled blank cheque) has been obtained from buyer and enclosed. 26. PAN No.: Mention the Income Tax Permanent Account Number of the buyer (See special Instruction 4). 27. IEC No.: Mention the Import -Export registration code of the registered buyer, else mention `Unregistered Dealer’ (See special instruction 4). 28. VAT Tin No.: Mention the state value added tax registration number along with date of registration of the registered buyer, else mention `Unregistered Dealer’ (See special instruction 4). 29. CST No.: Mention the central sales tax registration number along with date of registration of the registered buyer, else mention `Unregistered Dealer’ (See special instruction 4). 30. Tax ID No.: Mention the tax identification number of the foreign buyer; else mention `Not Applicable’ (See special instruction 4). 19. Years in Key / Relevant Business: Mention the number of years the buyer has been contiguously engaged in the key / relevant business / industry. KYC_Ver.01_Rev.00_2014-10-17 FOR EDUCATIONAL / REFERENCE USE © S P GUPTA, FCA, DISA, FAFD
  4. 4. 31. ECC No.: Mention the Excise Control Code of the Central Excise registered buyer, else mention `Unregistered Dealer’ (See special instruction 4). 32. Service Tax No.: Mention the Service Tax registration number of buyer, else mention `Unregistered Dealer’ (See special instruction 4). 33. Credit Limit: Mention the period / value proposed by the buyer and the approved period / value (See special instruction 5). 34. Mode of Payment: Mention the mode of payment proposed by the buyer and the approved mode. The approved modes are: Cheque, Post Dated Cheque, Electronic Fund Transfer (EFT), and Letter of Credit (L/C). 35. Terms of Payment: Mention the terms of payment proposed by the buyer and the approved terms. The approved modes are: Advance, Payment against Delivery, Due Date. 36. Terms of Delivery: Mention the terms of delivery proposed by the buyer and the approved terms. The common terms are: Ex-factory, Free on Board (FOB), Free on Rail / Road (FOR), Cost & Freight (CFR), Cost Insurance Freight (CIF), Carriage Paid (CPT), Carriage Insurance Paid (CIP), Delivered Duty Unpaid (DDU), Delivered Duty Paid (DDP). 37. Business Profile: Tick the checkbox if the buyer’s business profile has been provided and attached. 38. Latest Financial Information: Tick the checkbox if the buyer’s latest financial statements have been provided and attached. 39. List of Directors / Promoters / Partners: 40. Signature Box: a. BUYER – Name of the Buyer, Signature along with Name, Designation and Stamp / Seal of the Authorized Person for the Buyer shall be obtained in the form to authenticate the information provided. b. CONFIRMATION – The Regional Sales Manager will confirm the receipt and verification of information and supporting documents as provided by the buyer. c. AUTHORIZATION – The Sales Head will authorize the addition / amendment of the Customer Data along with terms duly approved as per prevailing authorization matrix. Special Instructions 1. Please enter the relevant details in the blank space adjacent to the check box for other (eg. Business Form, Currency) 2. Please fill the details of City, State, Country and PIN in their appropriate boxes. Phone number of Board line / Reception or Key personnel must be mentioned. General Email ID / Email ID of key personnel must be mentioned. 3. In case the billing and / or shipping address is the Registered Address, mention ‘Same as Registered Address’. 4. Tick the checkbox if the attested copy of the document is attached (by authorized personnel of the buyer). 5. Tick the checkbox if the approval copy of the Credit / Payment / Delivery terms are attached (duly approved as per prevailing authorization matrix). KYC_Ver.01_Rev.00_2014-10-17 FOR EDUCATIONAL / REFERENCE USE © S P GUPTA, FCA, DISA, FAFD

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