Onboarding Process

1- Agreement of Contract/Terms

If appropriate, Tearfund will agree a contract/specific terms of agreement with suppliers around the provision of goods or services. If no bespoke contract is required, the relationship will be governed by our default terms and conditions which can be found here. These terms and conditions are included in every Purchase Order issued by Tearfund. 

2- Due Diligence Checks

Tearfund will conduct the necessary due diligence checks on suppliers before committing to purchase goods or services from them. The checks that we carry out will vary depending on our expected spend with that particular supplier. If due diligence checks are required, they will be carried out by our Procurement Team. The Procurement Team may request additional information from the supplier in order to complete these checks. 

3- New Supplier Form Completed

A member of our Procurement Team will ask you to complete our New Supplier Form so we can onboard you to our internal procurement system called Coupa. The form will be issued to suppliers electronically via the e-signature platform Docusign (it will come in an email from Docusign) and you are asked to fill this out on a computer or mobile device. 

After you have signed and submitted the form a member of the Procurement Team will contact you using known contact details, usually via a phone call or Google Meet, to verbally confirm that the bank details provided are correct. This is a mandatory step that we carry out to reduce the risk of fraud and payments failing due to an error in the details provided. We cannot onboard new suppliers until this step has been completed.

4- Supplier Record Created

Tearfund's Procurement Team will then enter your details into our internal systems to enable orders to be placed and future invoices paid.

• For queries in regards to contracts or the goods or services you are providing please contact the Tearfund Relationship Holder who placed the order with you.

• For queries in regards to the new supplier form and order process, please contact the Procurement Team at procurement@tearfund.org

• For support in using Coupa, please contact Coupa Support at coupa.support@tearfund.org

• For support regarding accounts, invoices and payments please contact our Finance Team at plinvoices@tearfund.org