Onboarding a new supplier: what to collect, once.
Ask for everything before the first PO; then never ask again, because it renews itself.
In short. The information and documents to collect from a new ingredient supplier — company, contacts, bank details, facility and product certifications, specifications, samples, terms — and how to keep them current.
Company and contacts
- Legal name and address (with the local-language name where it exists), registration number, website.
- Contacts by role: sales, documents, logistics, finance — with the email addresses that will actually send documents, because that is how Pacifica files them.
- Export establishment registration where the origin country requires it (e.g. China).
Bank and payment
- Bank name, account name, account number / IBAN, SWIFT, intermediary bank if any — on letterhead, confirmed by a second channel (call or video) to prevent invoice fraud.
- Accepted payment methods and preferred terms (T/T split, L/C, D/P).
Facility certifications
- HACCP, ISO 22000, FSSC 22000 or BRCGS certificate with scope, issuer, number, expiry.
- FDA facility registration if goods go to the US.
- Latest third-party audit report where available.
Product certifications and specifications
- Halal, Kosher, Organic, Non-GMO certificates listing the products you buy.
- Product specification sheet per product; allergen statement; shelf life; packaging specification.
- Sample and certificate of analysis on the sample lot.
Logistics
- Nearest port of loading, usual carriers or forwarder, typical lead time from PO to ETD, container types used, pallet and carton configuration.
- Required export documents they can issue and who issues the CO and health certificate.
Keep it current
Certificates expire annually or every three years; contacts change; bank details are the target of fraud. Set reminders at 90/60/30 days on every certificate, re-confirm bank details through a second channel on any change, and store every document with its expiry.
Pacifica sends this checklist as a questionnaire by email; the supplier replies with attachments; each item is classified, filed under the supplier with its expiry, and reminders go out before anything lapses.
Questions
How long does supplier onboarding take?
With a questionnaire and a responsive supplier, a week; the long pole is usually the sample and COA, then any third-party audit you require.
Do we need a third-party audit?
Depends on risk and your customers' requirements. Many buyers accept a GFSI-benchmarked certificate (FSSC 22000, BRCGS) with the audit report in lieu of their own audit for lower-risk ingredients.
How do we verify bank details?
Call a known number at the supplier — not one in the email — and confirm. Repeat on every change. Most invoice fraud is a changed bank account in an email.
Related
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