Reports and compliance

Vendors — who the group buys from, and the two-person rule on their bank account

A vendor belongs to the group, says who it is for GST and TDS, and its bank account is changed only by a proposal that a second login approves.

Payables → Vendors is the list of everyone the group buys from — the linen supplier, the dairy, the electrician, the OTA whose commission is a bill. A vendor belongs to the group, not to one restaurant: the kitchen store still names which outlet a vendor delivers to, but the same supplier serving three hotels is one vendor with one balance.

Who they are. The GSTIN, if they have one, fills the PAN and the state; a PAN typed against a different GSTIN is refused. The kind of registration decides how their bill is taxed: *regular* (their GST is a credit for us), *composition* (no tax on the bill), *unregistered* (no GST, and reverse charge where the law says so), *SEZ* or *overseas*. Tick input credit blocked for what section 17(5) refuses — outdoor catering, motor cars, club membership, works contract on the building — and their GST becomes a cost instead of a credit. Tick reverse charge for a goods transport agency, an advocate, a security agency that is not a company: the tax on their bill is ours to pay. The TDS section is the one their bills are usually deducted under (194C for a contractor, 194J for a professional, 194I for rent, 194H for commission); the bill may say otherwise.

MSME. A vendor with an Udyam number and a category (micro, small, medium) must be paid within 45 days by law — the payment run (later in this module) puts them first and the ageing shows the clock.

The bank account is never typed onto the vendor. One login proposes it — IFSC, account number, the name on the account, and why ("first details, from their letterhead"; "their letter of 12 Sep, confirmed by phone with Mr Rao") — and a different login approves or rejects it. Until then the vendor keeps the old account and the proposal shows on the row, waiting. The one who proposed it cannot approve it, not even the owner. This is the control that stops the commonest fraud there is: an email that says "we have changed our bank, please pay here". Every proposal and every decision is kept.

Duplicates. Two vendors with one GSTIN are refused. The same PAN with no GSTIN to tell them apart is refused and the other vendor is named. The Duplicates report lists the near-misses the rules let through — same PAN under two GSTINs (two branches, or a mistake), same bank account, same name spelt two ways.

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