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Vendor Management | Vendor Master

One vendor record. Every transaction. One screen.

Bills, POs, payments, contracts and GST posture sit on the same vendor record your AP and procurement teams already post against. KYC posture at the top, transaction history below, performance over time on a chart, risk score in the corner. No second master to reconcile, no nightly sync to debug.

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Vendor Master

How it works

From onboarding to a live vendor record.

Step 01

Vendor record is the master

Every PO, GRN, bill, payment, dispute, contract and KYC document posts to the vendor record. The same record AP, procurement and the CFO post against.

Step 02

Live KYC posture

GSTIN status (CBIC), PAN status (CBDT), MSME status (Udyam), MCA status (MCA21) refresh nightly. Stale or expired documents surface on the calendar.

Step 03

Risk score, updated nightly

Filing posture (GSTR-1 / 3B on time?), payment behaviour (your timing on their bills), concentration (% of total AP), dispute history. Composite score on the screen.

Step 04

Role-aware view

AP sees outstanding and payment timing. Procurement sees performance and contracts. CFO sees concentration and risk. Same record, three lenses.

What the system does

Capability, input, output.

  • Unified vendor record

    Input
    PO, GRN, bill, payment, contract, dispute
    Output
    Single timeline per vendor

  • Live KYC posture

    Input
    CBIC, CBDT, Udyam, MCA21
    Output
    Verification status with last-checked timestamp

  • Risk score

    Input
    Filing, payment, concentration, disputes
    Output
    Composite score + drivers

  • Document repository

    Input
    KYC docs, contracts, certificates
    Output
    Versioned, expiry-tracked, hash-verified

  • Multi-entity rollup

    Input
    Per-entity vendor activity
    Output
    Group-level vendor view

  • Role-aware screen

    Input
    User role + vendor record
    Output
    AP / procurement / CFO lens

Compliance + integrations

A vendor record your auditor can read like a transcript.

Every change to the vendor record is captured. KYC documents are hash-verified. Risk score history retained. The audit trail is built in.

Regulations we work within

  • Rule 11(g), Companies Act

    Append-only edit trail across the vendor record.

  • Section 128, Companies Act

    8-year retention of vendor records and transactions.

  • DPDP Act 2023

    PII fields tagged for retention and access control.

Connects to

  • CBIC GSTIN status verification
  • CBDT PAN status verification
  • Udyam Registry MSME status verification
  • MCA21 Company status verification
  • Tally Prime Vendor master sync

Vendor Master FAQ

What buyers ask.

Can we customise what shows on the Vendor Master page?

Yes. The header KPIs and sections are configurable per role. AP team sees outstanding and payment timing; procurement sees performance and contracts; CFO sees concentration and risk. Configurable per workspace.

How is the risk score computed?

A weighted score across filing posture (GSTR-1 / 3B on time?), payment behaviour (do invoices match POs?), concentration (% of total AP), and dispute history. The weights are adjustable per organisation; the score updates nightly. Available for vendors with at least 3 months of activity.

Does it work for foreign vendors without a GSTIN?

Yes. Foreign vendors skip the GSTIN and MSME checks but still get the bills, payments, contracts and risk surface. Section 195 TDS, DTAA position, TRC and Form 15CA / 15CB metadata appear in place of the GSTIN posture.

Can we export the vendor record for an audit?

Yes. One-click export packages all linked transactions, contracts, KYC documents and the resolved risk score into a hash-verified PDF plus supporting files. Exportable per vendor or in bulk by entity.

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Bring your top 50 vendors. See them on one screen.

Upload your vendor master. The unified record, with live KYC posture, payment timing, performance and risk score, surfaces in 10 minutes.

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