New Supplier Form

Setting up new Suppliers/Vendors on Business Central

Ensuring SOX compliance when setting up new vendors is a critical step in maintaining strong internal controls and financial accountability. Here's why this process is essential:

• Authorisation & Control – Before engaging with any vendor, it's crucial to formally set them up in the system. This ensures that only approved vendors are used, reducing the risk of fraudulent transactions or unauthorised spending.
• Protection Against Liability – Ensuring that vendors have adequate insurance, especially public liability insurance, protects Park Holidays in case a vendor’s actions lead to injury or property damage. This helps mitigate financial and legal risks while fostering a safer working environment.
• Preventing Payment Risks – Vendors not properly set up in the system could result in duplicate payments or incorrect payments. Establishing vendors in the system beforehand reduces such risks.

Process for New Suppliers

Prior to completing a New Supplier Form, you must ensure you have the following documentation ready to upload:

Non-Contractor:

• Approval from your Manager
• Headed Paper confirming address, VAT number & bank details
• Proof of bank details (must be a Bank Statement or paying in slip)
• PCI DSS Attestation of Compliance (AOC) if needed
• If the Supplier is VAT registered, you need to check the VAT number. You will be given an option to print or save the page. Please ensure you do this so it can be uploaded:
  • https://www.gov.uk/check-uk-vat-number

Contractor:

• Approval from your Manager
• COP Letter/ Certificate of Acknowledgement
• PHUK Health & Safety
• Headed Paper confirming address, VAT number & bank details
• Proof of bank details (must be a Bank Statement or paying in slip)
• PCI DSS Attestation of Compliance (AOC) if needed
• Insurance Certificate
• If the Supplier is VAT registered, you need to check the VAT number. You will be given an option to print or save the page. Please ensure you do this so it can be uploaded:
  • https://www.gov.uk/check-uk-vat-number

Where additional documents are required, Certificate of Acknowledgement & PHUK H&S Questionnaire, they can be located using the link below:

W:\Departments-Public\Health & Safety\Contractors - New Suppliers Forms

Complete the New Supplier Form following the link or QR Code below:

https://forms.office.com/Pages/ResponsePage.aspx?id=B_XmvX3lTU2_eyS8JxuPEsFxTMQs9  N1KmrNF3x337T5UREtCMloxNlI4NDhKVFRET1lTRkNSRDlJWi4u

You may need to log onto your Microsoft account to complete the form. Please use your @parkholidays.com account. Only Park Holidays UK employees can complete and submit this form.

If you need to log into your account, a pop up will automatically appear. Please enter your @parkholidays.com email and Microsoft password (the one you use to log onto your computer and email).

Mandatory Questions:

Please complete the form. All questions marked with * are mandatory:

Upload documents:

Where supporting documents are required, you will see an upload icon

General Manager or Regional Manager approval:

Please save a copy of the approved email and upload this to the form:

Submit Form:

Once the form is completed and ready to submit, please select “send me an email…..”:

Approval of the supplier:

The Accounts Payable Team will be notified as soon as the form has been submitted. They will review the documentation.

If incorrect documentation has been uploaded, Accounts Payable will contact you for the correct information.

Accounts Payable will then obtain the appropriate approvals for the supplier to be set up on Business Central.

Once the supplier has been approved and set up, you will be notified by email from the Accounts Payable Team.

An email will also be sent to the supplier, welcoming them to Park Holidays.