# Editable vendor onboarding review worksheet Scope each requirement with the responsible reviewers. Do not place full bank details, taxpayer numbers or sensitive originals in this shared worksheet. A received file is not an accepted decision; this template does not authorize purchasing, access or payment. ## Case scope and reference - Case ID and version/date: ____________________ - Buying entity, supplier identity and business sponsor: ____________________ - Goods/service, locations, duration and dependency: ____________________ - Data/system access and requested activities: ____________________ - Required reviewers, approved policy references and deadlines: ____________________ ## 1. Business request and named sponsor - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 2. Legal business name and entity identity - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 3. Registration or equivalent business evidence - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 4. Registered, operating and remittance addresses - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 5. Applicable tax form or identifier - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 6. Verified business contacts and role ownership - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 7. Contract or approved terms - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 8. Statement of work and acceptance criteria - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 9. Pricing schedule and charging basis - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 10. Purchase-order and invoice-submission requirements - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 11. Insurance evidence when the activity requires it - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 12. Security questionnaire and relevant supporting evidence - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 13. Privacy and data-processing review - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 14. Applicable compliance screening and licensing review - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 15. Conflict-of-interest and related-party disclosure - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 16. Banking or payment-account documentation - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 17. Independent verification of payment instructions - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 18. Currency, payment terms and payment method - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 19. Review and approval matrix - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## 20. Controlled supplier creation and activation record - Applicable requirement and reason / approved reason if not applicable: ____________________ - Evidence reference (access-restricted), version and validity: ____________________ - State: required/not received; received/not reviewed; clarification needed; accepted for scope; not applicable with reason; exception requested: ____________________ - Accountable reviewer and decision authority: ____________________ - Decision, scope, conditions and decision date: ____________________ - Outstanding question, owner, due date and restricted activity: ____________________ - Change or expiry trigger and previous decision reference: ____________________ ## Separate activation decisions — do not infer from document count - Supplier/site creation: ID, duplicate check, authorized owner, actual system result: ____________________ - Ordering: permitted scope, decision reference, owner, date and current restriction: ____________________ - Data/system access: permitted scope, conditions, approving owner and actual access state: ____________________ - Payment: independently verified instruction reference, approving owner and actual enabled/disabled state: ____________________ - Changes, retries and exit: reconcile uncertain writes; preserve blockers; assign next review and offboarding owner: ____________________ --- OpenMax · 2026-09-04 · https://openmax.com/resources/blog/vendor-onboarding-checklist/