China Supplier Onboarding Form Template
Chinese suppliers are easy to set up wrongly in an ERP: names in two scripts, an 18-character tax ID, fapiao rules and bank accounts that must match the legal name. This form collects what finance and the ERP vendor master actually need in one document.
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China Supplier Onboarding Form Template
Supplier Onboarding Form
Buying company: Northfield Components Inc. Date: 2026-10-20
1. Legal entity
Legal name (English): Suzhou Precision Parts Co., Ltd. Legal name (Chinese): [Supplier legal name (Chinese, as on business licence)] Unified Social Credit Code: 91320500XXXXXXXXXX Registered address: Building 3, Industrial Park, Suzhou, Jiangsu, China Primary contact: [Primary contact]
2. Tax and invoicing
VAT taxpayer status: General taxpayer Invoice type the supplier will issue: VAT special fapiao / VAT ordinary fapiao (circle one) Taxpayer ID on invoice must equal the USCC above.
3. Payment
Payment currency: CNY Payment terms: Net 60 from receipt of valid fapiao Bank and branch: [Bank name and branch] Account name must match the legal name above exactly.
4. ERP vendor master fields
| ERP field | Value to load | Checked by |
|---|---|---|
| Vendor code | ||
| Vendor name (CN / EN) | [Supplier legal name (Chinese, as on business licence)] / Suzhou Precision Parts Co., Ltd. | |
| Tax registration number | 91320500XXXXXXXXXX | |
| Default currency | CNY | |
| Payment terms code | Net 60 from receipt of valid fapiao | |
| Default tax code |
Approvals
A starting point for internal use, not legal or tax advice. Confirm tax and banking requirements with your finance team and local advisers. Always verify the USCC against the supplier's business licence and the public registry.
Vendor master clean-up review
Optional: send us a vendor export and we will point out duplicates and missing tax fields.
Optional. The tool and every export work without this. No spam.
How to use the form
Fill the fields at the top, export to PDF or Word and send it to the supplier to complete and stamp. Procurement then checks the data against the business licence, and the ERP data owner loads the table in section 4. Keep the signed copy with the vendor record so audits can trace every field to a source document.
Why the USCC matters
Chinese legal entities carry an 18-character Unified Social Credit Code that doubles as the taxpayer identification number on fapiao. If the code in your vendor master differs from the one printed on the invoice, the invoice can fail validation and payment gets stuck. Store the code in a dedicated field, not in free text.
- Match the Chinese legal name exactly, including brackets
- Store both Chinese and English names
- Bank account name must equal the legal name
- Record general or small-scale taxpayer status
Common mistakes
Teams often keep only the English trading name, accept a personal bank account, or skip taxpayer status, which later breaks input VAT recovery. Another frequent miss is loading the vendor in the wrong currency, so payments need manual conversion. Treat the form as the control point before the vendor is released for purchasing in Kingdee, Yonyou, SAP or any other ERP.
Frequently Asked Questions
What is a USCC?
The Unified Social Credit Code is the 18-character identifier assigned to legal entities in China. It consolidates earlier registration numbers and is used as the taxpayer ID on invoices, so it should be stored as its own field.
Do I need both Chinese and English names?
Yes. Contracts, fapiao and bank records use the Chinese legal name, while your foreign teams read English. Storing both avoids mismatches during payment and tax checks.
Does this work for any ERP?
The form is ERP neutral. Section 4 lists generic vendor master fields you can map to Kingdee, Yonyou, Inspur, SAP, Oracle, Dynamics or others.
Is this legal advice?
No. It is a working template. Confirm tax, banking and sanctions screening requirements with your own advisers.
If you want vendor onboarding checks run automatically against your ERP vendor master, Netray can review your setup and show what is practical.
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