BUKHATIR GROUP

Strength through Diversity

Group Policy and Procedure

Group Supply Chain (GSC)

Vendor Master Data Management

Oracle Vendor Records, Registration & Quality

Document No: P-POL-020

Copyright © 2026 Bukhatir Group

Revision Control

This document is issued under the authority of Bukhatir Group and applies when carrying out the activities described. Revisions may be issued as necessary under the authority of the Group Head of Procurement. Revision history is recorded below with every revised policy.

Revision History

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Distribution List

1. Purpose & Objective

This policy establishes governance over Oracle vendor records and the vendor master database. It defines mandatory vendor registration workflows, data quality standards, and ownership responsibilities across the Group.

2. Scope

Applies to all vendor creation, maintenance, and deactivation activities across Bukhatir Group Business Units and Group Supply Chain.

3. Vendor Registration Workflow

Vendor registration follows a standardized four-step workflow in Oracle:

1. BU Procurement submits vendor registration request with supporting documentation.
2. GSC validates completeness of application and compliance with mandatory fields.
3. Finance assigns payment terms, payment method and banking details.
4. Oracle vendor master record is created and activated in the system.

Average processing time: 5 business days. All steps are tracked in Oracle and escalated if delayed beyond 7 days.

4. Mandatory Fields & Documentation

Every vendor registration request must include the following mandatory fields and supporting documents:

5. Data Ownership & Stewardship

6. Annual Vendor Data Cleansing

Each calendar year (December–January), GSC executes a mandatory vendor data cleansing exercise:

1. All active vendors are reviewed for transaction activity in the preceding 24 months.
2. Vendors with zero Purchase Orders or invoices in 24 months are flagged as 'Inactive' in Oracle.
3. Inactive vendors are reviewed for archival; those retained must justify business rationale.
4. Archival follows GSC Head approval; archived vendors cannot receive new POs without re-activation.

Cleansing results are reported to BU Heads and Finance. Participation in the cleansing exercise is tracked as a compliance KPI.

7. Duplicate Vendor Detection & Merge

GSC maintains protocols for identifying and consolidating duplicate vendor records:

• Monthly automated matching report: vendor names (fuzzy match), bank account numbers, VAT numbers, contact emails.
• Suspected duplicates are investigated by GSC; confirmed duplicates are merged into a single master record.
• Prior to merge, all transactions (POs, invoices, payments) are re-mapped to the master record by Finance.
• Merged records are documented in the Vendor Consolidation Log; BUs are notified.
• Target: duplicate rate <1% of active vendors. Monthly KPI tracked by GSC.

8. Bank Detail Change Controls

9. Vendor Portal & Self-Service (Roadmap)

The Group is planning deployment of a vendor self-service portal (future phase) enabling vendors to:

• Register and maintain their own master data (trade licence, banking, contact details).
• Submit required documents and attestations (e.g., compliance with Supplier Code of Conduct).
• Update payment banking information.

Portal launch is scheduled for Q3 2026. BU Procurement and Finance will be notified of timeline and change management plan.

10. Data Quality KPIs

GSC tracks the following data quality metrics monthly and reports to CFO:

11. Oracle Configuration & Access

GSC maintains the following system controls in Oracle:

• Vendor Master creation rights restricted to GSC and authorized BU Procurement.
• Bank account changes require dual sign-off in Oracle approval workflow.
• Mandatory fields enforced at system level (cannot save a vendor record without them).
• Audit trail logs all vendor master data changes (create, modify, deactivate) with timestamp and user ID.
• Monthly data quality reports extracted from Oracle and reconciled against backing documentation.

12. Reference Forms

• Form F-VMD-01 — Vendor Registration Request
• Form F-VMD-02 — Vendor Master Data Change Request
• Form F-VMD-03 — Vendor Data Cleansing Approval

13. Definitions & Acronyms