What Is a Vendor Form?

A vendor form is a formal document that is used in the transacting and sourcing of service providers or third-party contractors. The document can pertain to any form that involves suppliers and vendors.   

According to an online article by Attain Partners, there are four important steps in effective vendor management. These steps are to assess the needs, sterilize or validate the data, stabilize the data system, and then optimize the process.  

Forms that Vendors Use

In the business of buying and selling, there are a number of different forms that vendors need in their daily operations and dealings with customers. Some of these common types of vendor forms are described in detail below. 

Sales Invoice. A sales invoice, or simply an invoice, is a basic form that all vendors are required to issue to clients and customers. The form plays a crucial role in the standard process between the buyer and the seller. Quite simply, the invoice is prepared by the seller or vendor and is submitted to the customer. In many ways, an invoice is a payment or cost summary of the goods and services ordered or placed by the buyer. The sales invoice contains key information such as the buyer’s contact details, the price and quantity of the products/services, and the total amount due. It also needs to have a unique invoice number for easy documentation and accurate reference. Lastly, a sales invoice can either be printed and mailed or it can be shared or sent electronically as a digital invoice. Official Receipt. For transparency and tax reasons, it is the merchant or vendor’s responsibility to issue an official receipt to the buyer. The form serves as proof or evidence that the customer has received the goods and has paid for the purchase of these goods. Every business establishment in any industry must be able to produce a formal receipt as part of its standard operations and processes. Since many different forms are involved in the process of buying and selling, it is important to differentiate them from each other. A sales invoice and an official receipt can often be confused and mistaken for the other. The latter usually comes after the invoice is reviewed and acknowledged by the buyer. As discussed previously, an invoice presents a description and summary of the services/goods sold. Once the client or customer receives the invoice from the buyer, then they must make the necessary payment. Lastly, an official receipt, just like a sales invoice, also needs to have a unique receipt number. Purchase Order. A purchase order form is another common document associated with vendors and suppliers. Vendors, also called merchants or suppliers, provide materials and resources to clients and companies who need it for their business operations. For example, a construction company would need to outsource various building materials to run their business. The company’s procurement office would have to send out purchase orders to several suppliers and vendors. In other words, a purchase order is a formal document that buyers submit to vendors and prospective suppliers. It details the specifications and other relevant information about the product or service the buyer intends to order and purchase. A purchase order or PO has a similar format to that of an invoice in that it contains a detailed description of the goods and services. But unlike a sales invoice, a purchase order is prepared by the buyer or client and not the vendor. A purchase order form helps facilitate the transaction between buyer and seller and is also necessary for proper documentation and record-keeping. Registration Form. Another document that many vendors are familiar with is a vendor registration form. The form is essentially used in the outsourcing of vendors and suppliers. It is used by most event planners and event organizers when they need suppliers to help them execute an event or implement a project. A registration form is basically just an application form that prospective suppliers must fill out in order to participate in a project. The vendor’s basic information such as the company name, business address, contact details, and other relevant information must be included in the form. Although in some cases, a vendor registration form is subject to screening or approval wherein a committee or panel decides whether or not a vendor can participate in the event.

Roles of a Vendor

Vendors play an instrumental role in the success of a business. They say no man is an island, this applies to companies and businesses as well. Companies and organizations seek the help of external parties and service providers to realize their business goals. The following are some of the primary functions of a vendor.  

Provide Support. To sustain a business and keep it running, it needs support. Of course, support can come in all shapes and forms. Vendors provide support in different ways. It can be in the form of logistical needs or even human resources. Third party service providers can offer materials, supplies, and manpower to companies who cannot cover these essential needs themselves. Support can also come in the form of manual labor and services. For example, a homeowner needs repairs done at his residence. He would need to contract a service provider who specializes in home repairs. In effect, the homeowner becomes the vendor’s client. Another instance would be that of an event organizer who needs a suitable venue to launch an event. Event spaces and venues, or rather those who operate the place, can be considered vendors as well. Help Realize a Goal. Vendors play a crucial role in helping people realize their goals. They help facilitate the execution and implementation of projects. Whether it is a wedding, business venture, project or event, suppliers help make ideas and plans a reality. In a lot of cases, more than one supplier is usually required. For example, weddings need multiple vendors such as the reception venue, catering, floral arrangements, tokens, music and entertainment. Events, in particular, require a collaboration of several partners and service providers. And since collaboration is needed from all parties involved, teamwork, coordination, and communication are key. It is important for both the client and the vendor to effectively work together if they want the project to be a success. Although it is sometimes inevitable that the parties don’t see eye to eye, the shared goal and vision should be enough to overcome any obstacle. Ensure Transparent Transactions. When they enter into an agreement with a client, suppliers and vendors must adhere to certain expectations. It is, after all, a business transaction. And all transactions come with terms and conditions. The specific terms should be stated in a formal agreement contract that both parties have signed. Clients rely on suppliers to get things done; hence, they are hired for their services. So not only do vendors have a huge responsibility, they are also expected to conduct their business in a professional way. It is their job to ensure that there is transparency and accountability in their transactions with the client. So any verbal agreement or prior arraignment ought to be documented and formally written down. Whether it is transmittal forms, purchase orders, or sales invoices, these are important documents that help facilitate the partnership and transaction.

How to Create a Vendor Form

The fastest and most convenient way to create any vendor form is to use an existing template. This is the most practical option especially if you are short on time or do not know where to start. Simply choose and download an editable template then follow the step-by-step instructions below. 

Step 1: Identify the Objective

As mentioned in previous sections, there are different types of vendor forms, each with its own objective or goal. It is important to clarify the goal of your document so it is easier to proceed with the content and format. A vendor form can be used for event registration, business transactions, or even proof of exchange. Once you establish the goal of your form, it will also be much easier for you to find the right template for your needs. Choosing the right template is crucial and you want to be able to use the right form for your specific needs and objectives. 

Step 2: Establish the Format

Once you have determined the objective of your vendor form, the next step is to review the format. A vendor form may have different formats, depending on the specific objective. For example, some forms may require a table or others may need a Q&A section. The format also includes the proper spacing, margins, and overall layout of the document. So it is important to stick to a consistent format all throughout. However, if you are using a template, it is a lot easier because you don’t have to modify much of the document as far as format is concerned. Using a ready-made template saves you time and you can focus solely on the content of the form.   

Step 3: Input the Basic Information

The next step is to input the basic details of the vendor. This section usually goes at the topmost portion of the document. The basic information should include the supplier’s company name, business address, and contact details. You have the option to insert additional information if it is relevant to the objective of the form. And if you want a more professional-looking document, you can also insert your official company logo. Again, it needs to be aligned with the specific objective of the document you are creating. Any item or question included in the form needs to serve a purpose that is directly tied to the end goal.   

Step 4: Download and Distribute the Form

After editing the document, finalize and review the vendor form. Keep an eye out for mistakes in spelling or grammar. Save and download the template in your preferred format (Word, PDF, etc.). There are several ways to distribute or share the vendor form. It can either be printed out the traditional way or shared electronically via digital platforms. Nowadays, with the ease of digital technology, it’s more convenient to email a document or send it via a shared link or drive. Whatever your preference, just make sure to double check the content and format of the document before replicating and distributing it.      


What is a vendor form?

A vendor form is any document that facilitates vendor-client transactions and exchanges.

What is a vendor request form?

A vendor request form is a formal document that clients or companies use to outsource the services of an external supplier or third-party vendor.

What is vendor registration?-

Vendor registration is the process of identifying and collating information on prospective suppliers for the purpose of implementing a project, event, or venture.

Vendor forms are necessary to expedite business transactions, especially between buyers and sellers. Browse the wide selection of free and editable templates above, select one that suits your needs, and customize your own vendor form today!