Vendor/supplier file checklist

Vendor/Supplier File Checklist
Maintain a file for each of your vendors and potential suppliers. Keep the following items in each file:
 Current catalog or price list, complete with product descriptions
 Business cards from any sales or support personnel with whom you have dealt
 A list of all distribution facilities
 Discount schedules, including minimum purchase requirements
 Delivery options, including estimated delivery time
 Technical assistance and other services available
 Return policy
 Warranty information
 Information on any co-op advertising plans offered by the supplier, including special promotional and grand opening programs
 Any request for quotations
 Copies of all invoices
 Telephone numbers, including toll-free numbers, for all appropriate contacts
 Discount terms for prompt payment
 All shipping methods available and their terms
 Information on terms for long-term contracts
 Any special terms for seasonal items
 Lease options
 Information on all other services offered by the vendor/supplier