Vendor Setup Requirements
- Firstbase will provide vendor details and setup forms for the customer to complete.
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At a minimum, the customer must provide:
- Business details (e.g., legal entity name, address)
- Tax/VAT ID
- Accounts Receivable (AR) requirements and contact information
- If credit terms are requested, financial details of the local entity may be required. If credit is not established, prepayment will be required for all orders.
- Requirements may vary by country.
- Customer account creation with Vendor
Account Approval & Authorization
- Once the customer submits completed documentation, Firstbase will work with the vendor to finalize the account setup.
- The customer must inform Firstbase of any additional vendor-specific documents or processes. Firstbase will coordinate these requirements.
- Customers must authorize Firstbase to place orders on their behalf with the vendor.
Timeline Expectations
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Vendor account setup typically takes 2-4 weeks but may take longer due to:
- Customer-specific requirements
- Missing or incorrect information
- Additional verification processes
- Firstbase will support the customer through this process and coordinate with the vendor as needed.
Standard Operating Procedures for Firstbase Managed Orders
Blanket Purchase Orders (POs)
- Customers should submit a Blanket PO to the vendor from their local entity in local currency.
- The PO should cover at least one month’s expected order volume.
- It is recommended to forecast quarterly spend and submit one Blanket PO per quarter.
- Once the total amount on a Blanket PO is reached, a new Blanket PO must be submitted.
Order Processing
- Customers will place orders via the Firstbase platform.
- Customers may also utilize minimum inventory levels with Firstbase Managed
- Firstbase will coordinate with the vendor to process and fulfill orders and/or inventory against the current open Blanket PO.
Billing & Payments
- If no credit terms are established, customers must pre-pay before order processing.
- If credit terms are in place, vendors will process the order and issue an invoice upon shipment.
- Vendor invoices will reference the current Blanket PO for Accounts Receivable (AR) team processing.
- If any special invoicing requirements exist, Firstbase will work with the customer and vendor to ensure compliance.
Terms & Limitations
- As always, all equipment and logistics services are subject to the Firstbase Equipment & Service Policies in addition to any supplemental documentation including but not limited to Order Forms, Riders, MSAs, and etc.
Need Further Assistance?
For questions about Firstbase Managed Equipment Services or assistance with onboarding, please contact support@firstbase.com. Be sure to copy your Customer Success Manager (CSM) to ensure your request is prioritized.