Copy-of-FAO Supplier Wizard 2020 ENG

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This is FAO's Vendor and Banking data colle

Please carefully fill the excel file according to


0: If you work in FAO, please search in GRMS if a record already exi
1: Fill out the Supplier Details tab (for record creation or address / c
2: Fill out the Banking Instructions tab (for banking details insertion
3: Print the Certification, sign, scan it and send it together with th
documents:
- LOA (draft or signed version) and Non-profit certificate for
- Valid business license for individual suppliers trading on t
- Bank statement if the record name is different from the ban

> Updating vendor / banking details of any record type (Supplier, NST,
(address/contact details) requires update, start with the Banking Instruc

> Move the mouse over the instructions to see clarifying comments. If a
should be checked based on the instructions.

> There are two examples in the first two rows. These will assist in ide
Note that they are password protected on purpose, please write only star

> Suppliers providing goods or services are advised to register in the Uni

Thank you!
king data collector spreadsheet.
le according to the instructions:
if a record already exists, using % marks (eg. %supplier%nam
creation or address / contact update)
nking details insertion) - start here if only banking change is re
nd it together with the excel file and all relevant 2020
on-profit certificate for suppliers with MS507 contract
suppliers trading on their own name
different from the bank account holder name

rd type (Supplier, NST, Individual, Employee, etc.) is possible. If no Supplier data


ith the Banking Instructions sheet. It is not needed to fill the excel just to add a new OU.

clarifying comments. If a cell turns red, the value and the formatting

. These will assist in identifying the necessary content of the cells.


e, please write only starting from row 15 (light blue cells).

sed to register in the United Nations Global Marketplace (UNGM): www.ungm.org

If you have any questions, please contact: AP-


Services@fao.org
Version 5.02.24.2f
Please attach the Petty Cash opening document

Comment
Category in
Record type Supplier Name
GRMS >>>

PLEASE READ
What type of
INSTRUCTIONS
record would you Write only the legal name of the supplier here in CAPITAL
MOVE MOUSE
like to create / LETTERS, without special characters
OVER HERE
update?
>>>>>>>>>>

Example 1 Supplier FARMERS CO LTD


FOOD AND AGRICULTURE ORGANIZATION OF THE
Example 2 (LOA) Supplier
UNITED NATIONS (FAO)
Start entering
HERE >>>>>
Second record ->
Third ->
etc.

End of 1st page

End of 2nd page

End of 3rd page


etc.
Optional Please send the L
0
he Petty Cash opening document to your request!
These columns are only required for suppliers.

Supplier UNGM
Alternate Supplier Name Type of Organization Nature of Business
Number Number

The vendor's (Only needed for (Only needed for


Optional - If the vendor has
number in the suppliers) suppliers)
Only for update an alternate or trading
UN Global Choose from the drop- Choose from the
name
Marketplace down list drop-down list

326598 Private Limited Liabilit Services


International Organizati Intergovernmental Or
Please send the LoA contract & the non-profit cert. in your request! Mandatory

ers.

Supplier Activation Payment Contract


Supplier Webpage Operating Unit
Code Method Type LoA?

Electronic /
Is this a Choose the
eBanking / Bank
Internet site of the Choose from the supplier site managing FAO
Transfer / Check
supplier (only one) drop-down list for LOA office from the
/ Cash / UNDP -
contract? drop-down list
ASR

www.webpage.com Domestic Check No ER - Eritrea


http://www.fao.org International Electronic Yes FAO - HQ and R
These columns are all for the supplier's address.

Country City Site Name Address Line 1 Address Line 2

Automatically filled
Choose the Physical address of the
City or town or but can rename. Address extra
vendor's country vendor - Street number,
village name The city's name in line (use in case
from the drop- Road, Block, etc.
(community) CAPITAL LETTERS + of long address)
down list (Mandatory)
(LOA) if needed

Eritrea Asmara ASMARA Bada Street 745 Zone 4 Administration 01


Italy Rome ROME (LOA) Viale delle Terme di Caracalla
Advised

upplier's address. Please fill in the contact deta

Province (or Phone Country


Address Line 3 Address Line 4 Postcode Phone Number (w
similar) Code

Region, state,
Phone country
Address extra Address extra province,
code Phone number
line (use in case line (use in case location etc. Postal code
In this format: (only one)
of long address) of long address) (NOT country
00countrycode
name)

4 Administration 01 Maekel 0123456 00291 0123456


RM 00153 0039 0657051
Please fill in the contact details if available.

Fax Country Remittance advice Site Payment


Fax Number (wSupplier Email Address Currency
Code delivery email

Phone country Email address for


code Fax number Email address notifications about Currency
In this format: (only one) (for queries) payments Code
00countrycode (can be the same)

00291 9876543 email@email.com email@email.com ERN


example@gmail.com example2@gmail.com USD
Email Address for
sending invoices

for Invoicing purposes,


if the invoice will be sent
to AP-Services@fao.org
for processing

invoices@email.com
invoice@company.com
The grey fields are filled in automatically from the Supplie

Comment

Category in
Record type Supplier Name Supplier Number
GRMS >>>

PLEASE READ What type of


INSTRUCTIONS
record would The record's EXACT name for which you need to insert The record's
MOVE MOUSE
OVER HERE you like to banking details. Please use CAPITAL LETTERS! number in GRMS
>>>>>>>>>> update?

Example 1 Supplier FARMERS CO LTD 123456


FOOD AND AGRICULTURE ORGANIZATION OF THE
Example 2 Supplier
UNITED NATIONS (FAO)
Start HERE
>>>>>

End of 1st page

End of 2nd page

End of 3rd page


etc.
Mandatory
Row : The IBAN's length seems to be incorrec
atically from the Supplier Details sheet, but you can overwrite them. Row : The Bank Country must match with the
Row : The IBAN is invalid.
Site information is NOT required for Employees and NSTs.

Site Payment
Country Site Name Operating Unit Bank Country
Method

Electronic / The Bank's country should


Country in which The supplier's city in Choose the
eBanking / Bank CAPITAL LETTERS + match the supplier address. If
the supplier is
managing FAO they are different,
legally registered Transfer / Check (LOA) if needed
office from the a bank statement and a
or the individual / Cash / UNDP - Or abbreviation of
drop-down list business registration
resides. ASR institute
document is required.

Eritrea Bank Transfer ASMARA ER - Eritrea Eritrea


FAO - HQ and
Italy Electronic ROME (LOA) Italy
RO
Please remove special characters from the IBAN!

Row : Please check Account Number length / validity.


's length seems to be incorrect.
Country must match with the IBAN's country code!
Please remove special characters from the Account Number
Italy does not use an IBAN

IBAN Account Number

If the country doesn't have IBAN,


If country doesn't have IBAN,
start here!
leave empty, and start there --->
Please try to not use special
Please try to not use special characters.
characters.

123456

IT44D0569603229000003131X22 000003131X22
- If check payment is selected, please don't fill in the banking details (unless necessary).
- The bank account should be held by the contracted party, no payment will be made to a third party.
If the account name is different from the supplier name, you must provide supporting explanation and documentat
characters from the Account Number

Bank Routing
Account Name Sort Code / Bank Name
Branch Code

Exact Bank Account Holder Name Please try to


in CAPITAL LETTERS, NOT use special
Name of the bank
without special characters characters,
in CAPITAL LETTERS
(Please copy exactly only insert the
from the Bank Statement) code here.

COMMERCIAL BANK OF
FARMERS CO LTD
ERITREA
BANCA POPOLARE DI
FOOD AND AGRICULTURE ORG OF THE UN 0569603229
SONDRIO SCPA
ss necessary). The Swift code should contain TEXT and the Bank Country Code in the first 6 digits!
ade to a third party.
ting explanation and documentation. Please don't insert special characte
Please remove special characters an spaces from Swift!

Account Account
Branch Name Branch address Swift/BIC Code
Currency Type

The Swift / BIC


Currency
Street, City, Province, Code should be Checking /
Branch of the bank Code in
Postal Code (if available) 8 or 11 digits Savings /
in CAPITAL LETTERS CAPITAL
in CAPITAL LETTERS Use CAPITAL Other
LETTERS
LETTERS

LIBERTY AVENUE BRANCH 212 LIBERTY AVENUE, ASMARA, CBERERAIXXX ERN


VIALE DELLE TERME DI
ROMA AGENZIA N 29 CARACALLA 1 PR POSOIT22XXX EUR
Code in the first 6 digits! Only if needed

ease don't insert special characters in the Tax ID!

Only if Intermediary Bank is used


(hardcode)

POP Code and/or Intermediary


Intermediary Bank
Tax ID Correspondent bank Swift/BIC
Name
(FTX input) Code

Purpose of payment
Please do NOT use Correspondent
code and/or Name of the
space, slash, dash, Swift/BIC code
Correspondent Bank pay-through bank
dots, special in CAPITAL
currency, SWIFT code in CAPITAL LETTERS
characters! LETTERS
and name

USD CORRESP CITIUS33 CITIBANK NA


Any other comment

Any further information that you


think would make the payment
succesful
FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS

Record Supplier
Supplier Name Supplier Address Supplier Contact Details (Phone - Email - Webpage) Supplier Tax ID
Type Country
Bank /
Payment EXACT Bank Account Holder Bank Account Swift/BIC Curr-
IBAN Bank Country Branch Bank Name Branch Name / Address
Method Name Number Code Code ency

I hereby certify that the information enclosed is correct and that I have the authority to sign this document.

Name: Signature: Date:

NAME: SIGNATURE: 31

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