Vendor Whitelisting Solution Overview
Table of Contents
Process Overview
The Vendor Whitelisting process allows businesses to check whether the taxpayer is included in the free database of Polish VAT taxpayers. This feature provides three main ways of checking the status of a particular vendor: on-demand whitelisting via Vendor record, on-demand whitelisting via Transaction record, and scheduled whitelisting via Vendor record.
On-Demand Whitelisting via Vendor Record
The On-Demand Whitelisting via Vendor Record allows users to trigger the check on the Vendor record itself.
The process starts with the trigger of a button named “Whitelist Check.” This prompts the system to submit the associated Vendor Tax ID to the official VAT database. If the request yields successful results, the list of available bank numbers in the official VAT database is recorded as individual Vendor Bank Account records in NetSuite.
If the Vendor Bank Account Number already exists and is associated with the same Vendor Tax ID, then the record is updated with the latest information from the database, and its status is set to Active.
If the Vendor Bank Account Number exists in the system but is associated with a different Vendor Tax ID, then the record’s status is set to Not Registered.
Lastly, if the Vendor Bank Account Number does not exist, a new Vendor Bank Account record with the status of Active is created and immediately associated with its appropriate NetSuite Vendor record.
For any other Vendor Bank Account that was either previously created by the whitelist check or manually created by any user, a secondary check is performed immediately. The secondary check pairs the Vendor Bank Account Number with the Vendor Tax ID and checks against the official VAT database. If a match is found, the vendor bank account number’s Status is Active, and if no match is found, it is set to Not Registered.
The Vendor’s Whitelisting Status remains Active if one Vendor Bank Account record is active. The only exception is if the Vendor is tagged as Exempt in the VAT database. All other fields related to the vendor are updated accordingly.
On-Demand Whitelisting via Transaction Record
The On-Demand Whitelisting via Transaction Record allows users to trigger the check on Purchase Orders, Vendor Bills, and Bill Credits.
Bill Payment On-Demand Whitelisting is not included in version 3.8.9. Stay tuned for updates when it will be introduced!
The process starts with the trigger of a button named “Bank Whitelist.” The check pairs the Vendor Bank Account Number selected on the transaction with the Vendor Tax ID and performs a check against the official VAT database. The Vendor Bank Account Number’s Status is Active if a match is found. The Vendor Bank Account Number’s Status is set to Not Registered if no match is found. A payment hold is set if the Vendor Bank Account Number is Not Registered.
The Vendor’s Whitelisting Status remains Active if one Vendor Bank Account record is active. The only exception is if the Vendor is tagged as Exempt in the VAT database. All other fields related to the vendor are updated accordingly.
Whitelisting will no longer trigger upon save of a new transaction. Users must now click the whitelist button after saving, or if scheduled, allow the scheduled whitelisting to pick it up.
Scheduled Whitelisting via Vendor Record
The Scheduled Whitelisting via Vendor Record follows the same process as the On-Demand Whitelisting via Vendor Record. It is a periodic check in the background performed through a scheduled script that triggers the whitelist check for a list of vendors included in a defined saved search.
Scheduled Whitelisting via Transaction Record
The Scheduled Whitelisting via Vendor Record follows the same process as the On-Demand Whitelisting via Transaction Record. It is a periodic check in the background performed through a scheduled script that triggers the whitelist check for a list of transactions included in a defined saved search. Depending on the result of the whitelisting, the payment hold may be checked or cleared.
Vendor Record Fields
The whitelisting process updates the NetSuite Vendor record with information from the API Wykazu podatników VAT. Information taken from the official VAT database includes the REGON, Vendor Name, and Address.
NOTE: When the Vendor Tax ID (NIP) is updated, the Whitelist Status is emptied and the Vendor record must undergo a whitelist check once more.
Vendor Bank Account Record
A new sublist record was introduced to replace the deprecated Bank Account Number field. Each Bank Account Number will correspond to one Vendor Bank Account record and be associated with one Vendor only. This allows users to enter their bank account numbers and use them for vendor whitelisting. The new Vendor Bank Account record represents a bank account number and its corresponding status, last verification date, and associated electronic key and NIP. If at least one bank account number is tagged as Active, then the Vendor’s Whitelisting Status is Active.
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