To ensure smooth payment processing, it’s essential to upload the correct documents to your supplier profile. Different countries have specific requirements, and meeting these is crucial for compliance and preventing payment failures. Read this to learn how to ensure smooth payment processing by uploading the correct documents to your supplier profile.
Step 1: Verify your legal status
Your legal status determines which documents you need to provide. It can be either "individual trader" (Sole trader/Sole Proprietorship) or "registered company" (Entity/Corporation). Confirming your legal status is crucial for proceeding with document collection and verification.
- Log in to the Supplier Portal: Click here to log in.
- Navigate to the 'Account' section: You can find this under your name.
- Check your legal status under Company profile > Company details > Legal status.
Step 2: Gather the required documents for your country
United States
- For companies:
- Employer Identification Number (EIN): This is your company’s main tax identification number, also known as a “Federal Identification Number” (FEIN). It contains 9 numbers in the following format: XX-XXXXXXX.
- For individual traders:
- Social Security Number (SSN): This is used by the IRS in the administration of federal tax laws. It is issued by the Social Security Administration (SSA).
- Individual Taxpayer Identification Number (ITIN): This is issued by the Internal Revenue Service (IRS). Applicable for individuals involved in tax administration.
Example: If John Smith is a registered company in the US, he needs to provide his EIN. If he is an individual supplier, he needs to provide his SSN or ITIN.
Mexico
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For all supply partners:
- VAT Identification Number (Value-Added Tax): This is a unique identification number that’s assigned to every business registered for VAT (or equivalent, for example, sales tax/GST/HST).
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For registered companies:
- Company Registration Number (CRN): The identification number provided by your local authorities when registering your company.
Example: If Maria Lopez is a registered company in Mexico, she needs to provide her CRN and VAT ID. If she is running her business as a registered individual, she only needs to provide her VAT ID.
United Arab Emirates (UAE)
- For registered companies:
- Company Registration Number (CRN): The identification number provided by your local authorities when registering your company.
Example: If Ahmed Khan is a registered company in the UAE, he needs to provide his CRN. If he is an individual legal entity, no additional document is required.
Other Countries
- For registered companies:
- Company Registration Number (CRN): The identification number provided by your local authorities when registering your company.
- Local VAT ID: Not mandatory, but an Individual Taxpayer Identification Number (TIN) is mandatory. The number provided by your local tax authority when you registered your business. You can find information about different countries’ tax identification numbers here (OECD), including the local terminology for your number, its format, and where you can locate it.
Note: If you are not VAT-registered, select "No" under Finance > Payment & tax details > Tax details > "Are you VAT-registered?" and simply enter your Tax Identification Number (TIN) and your TIN country of issue.
Example: If Li Wei is a registered company in another country, he needs to provide his Company Registration Number and TIN. If he is an individual supplier, he only needs to provide his TIN.
Step 3: Complete all the required fields in your account
- Log in to the Supplier Portal: Click here to log in.
- Navigate to the 'Account' section: You can find this under your name.
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Enter the required data based on your legal status and country-specific requirements:
Go to Company profile and fill in all the required information including your company registration number or professional license (optional for individual traders).
Go to Finance and complete your Payment & tax details.
Important note: If you are registered as a company but are missing any of the following details, your invoice won't be generated and won't be available on the Supplier Portal.
- Company registration number
- TIN number
Please ensure that all your registration details are complete and up-to-date to avoid any disruptions in invoice generation and payment processes.
We're here to support you! If you encounter any issues or have any questions, please don't hesitate to reach out to our Supplier Experience team through the Contact Form. We're dedicated to helping you have a smooth and hassle-free experience.