A vendor registration form collects a new supplier's details before the first purchase order: commercial registration, VAT number, bank account and a contact person. A supplier evaluation form is a sheet you use to measure the supplier's performance after working with it, on weighted criteria. The scorecard carries the decision and what you expect from the supplier.
Register the vendor and check the format of its VAT number and IBAN, then evaluate it every quarter. In the sample, the supplier scores 78 points out of 100, graded "Good", and its weakest criterion is on-time delivery (3 out of 5).
How to use the vendor registration and supplier evaluation form
- In "Vendor registration", type the vendor's name, commercial registration, VAT number and IBAN; a format check appears beside each number.
- Tick the documents you have received, then download the form for the vendor to sign, or print it blank with the "Blank form to print" button.
- After a period of dealing with the supplier, open "Supplier evaluation" and rate each criterion from 1 to 5; the score and grade appear on the gauge.
- In "Scorecard", choose the decision and write what you need from the supplier, then send it.
What is vendor registration and why you need it
Vendor registration means opening a file for each supplier, with its legal and bank details, before you order from it or pay it. It keeps master data clean: one name exactly as on the commercial registration and a fixed vendor number in your books. It supports VAT compliance, because the VAT number on file is what you match the supplier's invoices against before claiming input tax. And it protects payments from going to the wrong account.
Vendor details the form asks for
A new vendor registration form collects five groups of details, and the form checks the format of the first three numbers.
| Field | What to write and what is checked |
|---|---|
| Commercial registration | The CR number or the company's unified national number, 10 digits. Only the digit count is checked. |
| VAT number | The VAT registration number, 15 digits starting and ending with 3. This is a format check; whether the number is registered is confirmed through the Zakat, Tax and Customs Authority (ZATCA) verification service. |
| Bank account | A Saudi IBAN has 24 characters starting with SA. The check digits are validated, which catches a mistyped number but does not prove the account belongs to the vendor. Advanced mode adds the bank, account holder and payment terms. |
| Contact and address | The contact person and mobile; advanced mode adds email, city and national address. |
| Attachments | CR copy, VAT registration certificate, bank letter or IBAN certificate, and national address, ticked on the form as you receive them. |
Online vendor registration in Saudi Arabia
Large buyers in Saudi Arabia, including government entities and major companies, usually run their own online vendor registration portals. Whatever the channel, the request is close to this form: commercial registration, VAT number, national address, bank details and a contact person. Requirements vary by buyer, so check the exact list and supporting documents with the buying entity. This page does not submit anything to a portal; it helps you prepare the details, or collect them from your own new suppliers.
Supplier performance evaluation
Supplier evaluation is a periodic measure of a supplier's performance against criteria the company sets in advance. The five areas here are quality, delivery, price, service and compliance. Each criterion has a weight out of 100, and its points = weight × rating ÷ 5. The score = total points ÷ total weight of the rated criteria.
In the sample, on-time delivery has a weight of 20 and a rating of 3, so it earns 12 points. Total points are 78 against weights that add up to 100, a score of 78%. The grade classifies suppliers: Excellent from 85%, Good from 70%, Acceptable from 50%, and Not acceptable below that; you can change these thresholds in advanced mode. A Not acceptable supplier gets a written list of corrections on the scorecard, and a temporary suspension if the problem is quality or delivery.
In advanced mode, the "Delivery log" sheet counts the days of delay on each purchase order: in the sample 3 of 5 orders arrived on time (60%) and 16 of 640 units were rejected (2.5%), and the delivery and returns ratings are based on those figures.
Download the supplier evaluation form in Excel to keep points, score and grade as formulas you can reuse for each supplier, with the grade thresholds on the Settings sheet.
Common vendor registration and evaluation mistakes
- Paying to an IBAN that arrived in an email, without a letter from the bank.
- An evaluation with no decision and nothing written down for the supplier to fix.
Regulatory notes
The VAT number and CR checks on the form are format checks only; verify the numbers themselves with ZATCA and the Ministry of Commerce services before approving the vendor. A registered supplier's invoice must carry its VAT number for the VAT to count as input tax under the Saudi VAT Law.
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Vendor registration FAQ
Which documents does a vendor registration form need?
A valid commercial registration copy, the VAT registration certificate, a bank letter or IBAN certificate in the vendor's name, and the national address. Your company may ask for more, such as a zakat certificate or a price list; those are in advanced mode.
How do I know a supplier's VAT number is valid?
The form checks the format: 15 digits starting and ending with 3. Whether the number is registered, active and belongs to that supplier is confirmed through ZATCA's VAT number verification service.
How often should I evaluate a supplier?
At least once a year for every supplier, every quarter for main suppliers, and after any serious supply problem.
Is this vendor registration and evaluation form free?
Yes. The form, evaluation sheet and scorecard are free with no account. We ask for your name, email and mobile once before the first download, and what you type stays in your browser on this device.
Is there a supplier evaluation template in Excel?
Yes. The evaluation sheet downloads as an Excel file with formulas for points, score and grade, a Settings sheet for the grade thresholds, and a blank copy to start from scratch.
Is there an Arabic version of the vendor registration form?
Yes. A separate Arabic page has the same registration form, evaluation sheet and scorecard, and it is linked below the template above.