# Vendor setup SOP template ## How to use this template - Fields written as `[fill in: ...]` are blanks — replace each one with the value for your process. - Lines starting with `>` are guidance, not part of the SOP — delete them once you've filled in the real content. - Recording this process in Ledgerium generates a filled-in version of this SOP automatically. ## Document control - Process owner: [fill in: process owner] - Version: [fill in: version] - Effective date: [fill in: effective date] - Last reviewed: [fill in: last reviewed date] - Approved by: [fill in: approver name or title] ## Applies to / Use when > Who uses it: Procurement and accounts payable staff who add vendors, the approver who reviews new suppliers, and the finance lead who owns the vendor master. Auditors reference it when testing supplier controls. > When to use it: Use it when onboarding procurement staff, standardizing how suppliers are added across the team, or documenting vendor controls for an audit. - Applies to: [fill in: who this applies to in your organization] - Use when: [fill in: when your team should follow this procedure] ## Purpose > Why the procedure exists and the fraud and data-quality controls it enforces. [fill in: purpose details] ## Scope > Which vendor types and entities the procedure covers, and what is out of scope. [fill in: scope details] ## Roles > Who requests the vendor, who verifies details, and who approves the master record. [fill in: roles details] ## Procedure > The ordered steps from request to an active, approved vendor record. [fill in: procedure details] ## Exceptions > How to handle missing tax documents, unverified banking details, and duplicates. [fill in: exceptions details] ## Records > What evidence is kept for verification and approval, and where. [fill in: records details] ## Worked example — steps from a real recording > Example steps from a real recording — replace with your own. 1. **Collect vendor details** — Gather the supplier form, tax documents, and banking details. 2. **Check for duplicates** — Search the vendor master so the same supplier is not added twice. 3. **Verify the details** — Confirm tax ID and banking details against an independent source. 4. **Route for approval** — Send the new vendor to the approver who owns supplier sign-off. 5. **Activate the record** — Create the approved vendor in the system so POs can be raised. 6. [fill in: step] 7. [fill in: step] ## Review checklist — common mistakes to avoid - [ ] Leaving the banking-detail verification step out, which is where fraud enters - [ ] Skipping the duplicate check and creating two records for one supplier - [ ] Not naming who approves a new vendor before it goes active ## Limitations of this template A template is a starting structure. Your real verification steps and approval routing are captured best by recording an actual vendor setup rather than filling in a blank outline. --- Template: https://ledgerium.ai/sop-templates/vendor-setup-sop-template · Generated automatically from a real recording, or fill in by hand. Template last updated: June 2026 From Ledgerium recordings: A generated vendor setup SOP captures the verification and banking-detail checks step by step, so it shows exactly where a control is applied, which a happy-path template usually skips entirely. See the full recorded workflow: https://ledgerium.ai/workflow-library/vendor-setup-workflow