The Vendor Intake Form serves as a crucial document for organizations operating in Austria to establish and maintain compliant vendor relationships. This form is specifically designed to collect comprehensive information about potential vendors while adhering to Austrian commercial law, EU regulations, and industry best practices. The document is typically used during the initial vendor onboarding process or during periodic vendor information updates. The Vendor Intake Form includes sections for gathering essential business information, regulatory compliance details, financial data, and other relevant documentation required under Austrian law. It ensures that organizations maintain proper due diligence records and comply with various regulatory requirements, including the Austrian Data Protection Act (DSG), anti-money laundering regulations, and tax laws.
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1. Company Information: Basic vendor details including legal company name, registration number, VAT ID, legal form, and business address
2. Contact Details: Primary contact information, including authorized representatives, business contacts, and emergency contacts
3. Banking Information: Bank account details, payment terms, and financial contact information
4. Tax and Regulatory Compliance: Tax residence information, certifications, and regulatory compliance declarations
5. Business Profile: Nature of business, products/services offered, and relevant certifications or licenses
6. Data Protection Information: GDPR compliance information and data processing details
7. Certifications and Quality Standards: List of current certifications, quality management systems, and industry standards compliance
8. Declaration and Signature: Confirmation of information accuracy and authorized signature section
1. International Trade Information: For vendors involved in international trade: customs numbers, Incoterms preferences, and import/export licenses
2. Environmental Compliance: For vendors in industries with environmental impact: environmental certifications and compliance declarations
3. Insurance Information: For vendors providing high-risk services or products: details of insurance coverage and policies
4. Supplier Diversity Information: For jurisdictions with supplier diversity programs: minority ownership status and related certifications
5. Health and Safety Compliance: For vendors working on-site or in regulated industries: health and safety certifications and procedures
1. Schedule A - Required Documents Checklist: List of mandatory documents to be submitted with the form (trade license, tax certificates, etc.)
2. Schedule B - Product/Service Categories: Detailed classification of products or services offered by the vendor
3. Schedule C - Compliance Declarations: Standard compliance declarations and certifications to be signed
4. Appendix 1 - Data Processing Agreement: For vendors who will process personal data: standard DPA as per GDPR requirements
5. Appendix 2 - Code of Conduct: Company's supplier code of conduct to be acknowledged and signed
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