Guides · Procurement
Buying from a small vendor by PO
Last reviewed 31 Oct 2026
Small vendors can be faster and more flexible than large distributors. Here's what your procurement team will usually check, and the paperwork to expect at each step.
Checks before the first order
- Company registration. Every Singapore company has a Unique Entity Number (UEN). You can confirm the company's name, UEN and status on ACRA's Bizfile portal.
- GST status. A vendor may charge GST only if it is GST-registered. IRAS provides an online search of GST-registered businesses on its myTax Portal.
- Bank details. Payment should go to an account in the company's own name. Confirm any change of bank details by phone before paying.
- Declarations. Many organisations ask vendors to declare any relationship with their staff. A good vendor answers these openly.
The documents, step by step
- Quotation. It should carry the vendor's company name and UEN, an item-by-item price, lead times, a validity period and payment terms.
- Purchase order. Your PO commits you to the purchase. Check that it matches the quotation, and read any terms printed on the PO, because they usually take priority.
- Delivery order. It comes with the goods and lists what was delivered. Check the goods against it and sign it.
- Invoice. It should match the PO and delivery order. Most finance teams pay only when all three match.
Questions worth asking any vendor
- How long do I have to report damage or shortages?
- What happens if an item is out of stock after I've issued a PO?
- Will you offer equivalents, and how will they be marked?