China: finalizing Vendor Registration Agreement is the responsibility of Registration Dept., so this SOP can be skipped.
India: finalizing Vendor Registration Agreement is the responsibility of Purchasing Dept., so this SOP has to be read and followed carefully.
Before moving forward with the registration and payment of the registration deposit, Purchasing Person has to prepare Registration Agreement draft. There are several purposes to sign the agreement with every Vendor for every new registration:
Establishing the products, specifications and packaging requirements of the new registration;
Establishing documents requirements of the new registration;
Establishing samples requirements of the new registration;
Establishing the responsibilities of the parties;
Establishing the dates of when the requirements have to be fulfilled;
Establishing the deposit amount and terms.
No registration can be started without an agreement with the Vendor signed by both sides.
How to finalize Vendor Registration Agreement
Find the agreement template and save it in the registration folder for each specific Vendor. Z:\Shared drives\AdvaCare Purchase India Control\AdvaCare Purchasing\Templates\Other Agreements & Letters DOCUMENT PREPARATION & SAMPLE PRODUCTION AGREEMENT Template
Fill out the terms in the agreement draft according to all the details related to the given registration.
a) Vendor information: Vendor name and address, according to GMP or any other official document stating Vendor information;
b) AdvaCare information: if deposit will be made in USD, then use AdvaCare International Limited (Hong Kong company);
c) Date of the agreement;
d) Registration Country;
e) List the documents required, which Vendor confirmed to provide. Do NOT include agreements between AdvaCare and Customer, such as: MA, POA, LOA, etc., or any mention of legalization/notarization;
f) Samples quantity and specifications (AdvaCare packaging or Vendor packaging);
g) Deadlines to provide the documents and samples;
h) Products, products specifications, products packaging;
i) Deposit amount and any deposit-related terms (such as refundable vs. non-refundable).
Send a task or a chat message to Purchasing Dept. Manager to check and confirm the draft before sharing it with the Vendor.
Once the draft is confirmed, save it as PDF and send to the Vendor, at the same time asking to share the final PI for Registration Deposit.
Follow up with the Vendor until the agreement is signed.
Once the agreement is signed by the Vendor, send a task or chat message to Purchasing Dept. Manager to sign the agreement from AdvaCare side.
Once the agreement is signed by both sides, make sure to send the signed Agreement to the Vendor.
Proceed to arrange the deposit payment to the Vendor.
NOTE: no contract is valid unless it is signed by both sides, and both sides have the copy of the agreement.