How to Set Up a New Vendor

Complete workflow for onboarding a new vendor/supplier.

Overview

Step	Action	Who
1	Request vendor info packet	Purchasing
2	Receive completed forms	Purchasing
3	Create vendor in NetSuite	Michael
4	Request COI from vendor	Operations
5	First PO	Purchasing

What We Need From the Vendor

• Completed Vendor Information Sheet (3 tabs)
• Their W-9
• Certificate of Insurance (COI) naming GFS as additional insured
• Product spec sheets (if food vendor)
• Food safety certifications (SQF, GFSI, etc.)

Creating in NetSuite

1. Go to Lists > Relationships > Vendors > New
2. Enter company info from the vendor information sheet
3. Set Payment Terms
4. Add contacts under the Contacts subtab
5. Use Comments (not Messages) for any internal notes
6. Save

:::tip Vendor Notes Always use the Comments field for internal notes about vendors. See the Add Notes guide for details. :::