Vendor Registration Form in Excel and Word
The form a vendor completes — legal name, GSTIN, PAN, Udyam, bank details and declarations — separate from the buyer's checklist.
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Template structure — template preview
| Section | What the vendor fills |
|---|---|
| Company | Legal name, constitution, addresses |
| Tax | GSTIN and PAN |
| MSME | Udyam number, category, activity |
| Bank | Account, IFSC, cancelled cheque yes/no |
| People | Sales contact and accounts contact |
| Declaration | Names match, account matches, Udyam is current |
Who fills this in
This vendor registration form is the paper the supplier completes: who they are, their GSTIN and PAN, their Udyam number if they have one, and the bank account you will pay. It is not your internal checklist. That checklist is the list of checks your team ticks after the form comes back.
Buyers already have a vendor onboarding checklist for the verification side: whether the GSTIN is active, whether the cheque name matches, whether someone inside the company has approved the vendor code. Send this form to the vendor. Keep the checklist on your side. Using one document for both jobs is how a GSTIN gets typed by the buyer from memory.
Why the GSTIN line is worth a rupee example
A vendor will invoice ₹1,00,000 plus GST. If the supply is taxed at 18%, the tax is ₹18,000. You can claim that ₹18,000 as input tax credit only when the tax invoice carries a GSTIN that belongs to the legal name you are paying, and when the rest of the GST conditions are met. Eighteen percent is an example for that HSN, not a rate to assume. If the registration form has no GSTIN, or a GSTIN for a different firm from the bank account, the invoice is the wrong place to discover it. PAN is what TDS and the vendor master are tied to. The two numbers should name the same entity.
Udyam, and why it changes the due date
Ask for the Udyam number, the category (micro, small or medium) and the activity (manufacturing, services or trading). The MSME 45-day payment rule turns on that record. A form that only says “MSME: yes” does not tell accounts whether the 15-day or 45-day clock, or neither, applies. The vendor declares that the certificate is current. You still match it to the Udyam portal when you onboard them.
Fields the vendor fills
| Block | Ask for |
|---|---|
| Identity | Legal name, trade name, constitution, registered address, works address |
| Tax | GSTIN, PAN, and a declaration that both match the legal name |
| MSME | Udyam number, category, activity, or a clear “not registered” |
| Bank | Bank, account number, IFSC, and whether a cancelled cheque is attached |
| People | A sales contact and an accounts contact, with mobile and email |
| Capability | What they supply, lead time, certifications and expiry dates |
| Sign-off | Name, designation, date and place |
Declarations worth keeping on the form
- The GSTIN and the PAN are in the legal name at the top of the form.
- The bank account is in that same legal name. A personal account of a director is a different payee.
- The Udyam details are current, or the firm is not registered. Do not leave the line blank.
Skipping the paper
If the vendor is only joining a sourcing event, a shareable link can collect the name and a phone number, and the GSTIN when you need a payable vendor, without this Word file going back and forth. Procupy vendors can join that way. The form is for the moment you still need a signed registration on file. Either way, score them later on a supplier evaluation scorecard, not on this sheet. This sheet says who they are. The scorecard says how they performed.
Frequently asked questions
What is the difference between this form and a vendor onboarding checklist?
The vendor fills in the registration form: legal name, GSTIN, PAN, Udyam, bank account and declarations. The onboarding checklist is the buyer’s internal list of what to verify and who approves the vendor code. Send one out. Keep the other inside.
Which documents should the vendor attach?
GST certificate, PAN, a cancelled cheque, and the Udyam certificate if they are registered. Add trade licences or ISO certificates only when the category needs them. The form has a line for each so accounts can see what was promised.
Is there an Excel and a Word file?
Yes. Both are on this page, with the same fields. There is no sign-up. A fillable PDF is not part of this download.