Electronic Supplier Contact File Requirements
As part of the implementation of your Achilles Supplier Risk Assessment Program, Achilles is required to obtain from its client an electronic supplier contact file within 10 days of contract execution.
This electronic file generally includes the contact information for all suppliers which payments have been made to during the last 18 months.
Our definition of a supplier is any “non-personnel expense”.
Achilles will eliminate any duplicates from this list, eliminate certain categories such as government agencies, internal payees, etc., and populate any missing information.
The format for this file is usually a MS-Excel file with the following fields:
| Main Contact Person | Required |
| Main Contact Telephone | Required |
| Main Contact Email Address | Required |
| Supplier Legal Company Name | Required |
| Doing Business As | Required |
| Street Address | Preferred |
| Street Address #2 | Preferred |
| City | Preferred |
| State / Territory / Province | Preferred |
| Zip Code / Postal Code | Preferred |
| Country / Region | Preferred |
| Company Telephone Number | Required |
| Tax ID Number | Preferred |
| Last 12 Months Spend | Required |
Excluded Categories
PLEASE BE SURE TO REMOVE ANY SUPPLIERS THAT MAY ALSO BE CLIENTS
The following supplier categories are typically not included in the Achilles Supplier Risk Assessment Program
| Associations | Insurance companies and agencies |
| Attorneys and Law Firms | Landlords and Building Owners |
| Banks and Financial Institutions | Newspapers and Magazines |
| Credit card companies | Not For Profit Organizations |
| Credit Unions | Parking structures |
| Data Companies (D&B, Dow Jones, EcoVadis Equifax, Experian, LexisNexis, Thomson Reuters) | Restaurants |
| Delivery Services (DHL, FedEx, UPS) | Safety Screening Companies (ISN, Avetta, Complyworks, Browz) |
| Finance and Leasing companies | Storage facilities |
| Employment Screening Companies (HireRight, Kroll) | Title companies |
| Government Agencies and Taxing Authorities | Travel Related (Airlines, Rental Cars, Travel Agencies, Travel Sites) |
| Hotels and Motels | Unions |
| Individuals | Utilities (Cable, Electric, Gas, ISP, Telephone, Water) |
Should you have any questions regarding this information, please contact your Achilles Client Implementation Manager.
