Vendor onboarding
Legal details, tax registration and bank details — verified by a second person before the vendor can be paid at all.
Internal · Finance & Procurement
One system carrying a purchase from the request that started it through to the payment that settles it — and the bank statement that proves the money actually moved.
A payment cannot reach a stage until the one before it is complete and signed off by someone with the authority to do so.
How it works
Nothing moves forward on trust. Every hand-off is recorded, and every recorded thing stays.
Legal details, tax registration and bank details — verified by a second person before the vendor can be paid at all.
Anyone can raise what they need. Their department head decides whether it goes further.
Raised only from an approved request, carrying agreed items, quantities, pricing and terms.
What actually arrived is recorded — quantities, serial numbers, condition — and accepted by someone other than whoever logged it.
Tax details captured and checked, including registration validity and the correct rate of tax deducted at source.
Order, receipt and invoice compared automatically on vendor, item, quantity, price and tax. A mismatch stops the invoice dead.
Only verified invoices reach this stage, and the larger the amount, the more senior the sign-off it needs.
Approved payments are grouped into a batch and released to the bank as one file, by an authorised approver.
The bank statement is matched back against what we believe we paid. Anything that does not line up is raised for review.
Controls
These are enforced by the system rather than left to individual diligence. None of them can be switched off for convenience.
The person who prepares a payment is never the person who releases it, at any stage of the chain.
Changing a vendor's account suspends payment to them until a second person verifies the change.
Every action is written to a log that cannot be edited or deleted by anyone, administrators included.
A payment is not settled until it carries a bank reference, and that reference is checked against the statement.
The same invoice cannot be entered twice, and one bank reference cannot settle two payments.
Amounts split to stay under an approval limit, or two vendors quietly sharing one bank account, are flagged for review.
Tax deducted at source is calculated on the correct base at the correct rate, tracked against annual limits and reported for filing.
Purchases, deductions and payments export cleanly to the accounting system, so both sets of books agree.
Access
Each role sees only what it needs. Access is granted by the system administrator — if you need a role changed, ask them rather than sharing an account.
Use your work email. Every action you take is recorded against your account, so please do not sign in on someone else's behalf.