Before moving forward with Registration process, Purchasing Person must make sure that Vendor is suitable for the Registration. It is Purchasing Dept. responsibility to choose and confirm the most suitable Vendor for the registration (not Sales Dept. responsibility!). If Purchasing Person has doubts about starting the registration with chosen Vendor, it is time to send a task about it.
Suitable Vendor can be defined as following:
Vendor prices were accepted by Sales Dept.
Vendor can provide all the documents required for registration, or if some documents cannot be provided it was confirmed by Sales Dept. to move forward without them;
Vendor can provide product specification and packaging as per requirements from Customer;
Vendor agrees to move forward with registration, is aware of registration requirements and will assist with registration process;
Vendor is responsive and friendly;
Vendor is qualified to produce the products for the market of registration;
Vendor is qualified to pass the inspection if required by the market of registration.
The last 2 points can be determined by the following steps.
Is Vendor already registered in the same country, or any similar level country?
Which countries does the Vendor export to? Are there any similar countries to the market of registration, or better?
If inspection is required, has Vendor ever pass any foreign country inspection? Which countries were those?
Were the inspection guidelines shared with the Vendor, and did the Vendor confirm it can pass the inspection? If not, Purchasing Person MUST request Salesperson to share inspection guidelines and confirm them with the Vendor.
NOTE: If inspection is required, but the Vendor has never passed any country inspection it is very likely that the Vendor is not qualified for the market of registration. In this case, a task has to be sent to Purchasing Dept. Manager to confirm how to move forward.
Purchasing Person must make sure that all of the above information is added to the Registration Module of the ERP - all Vendor approvals, export countries, etc. have to filled out under Vendor page. If this has not been done before this point, Purchasing Person has to fill out this information in the ERP. No registration can be started with any Vendor if information is not added to the ERP, according to Vendor Verification Process.