Vendor Onboarding & Payment Terms and Conditions
Effective Date: 16 April 2025
This document outlines the Terms and Conditions applicable to all vendors, suppliers, and service providers (collectively referred to as “Vendor(s)”) engaged by Sirus Infotech Pvt. Ltd., hereinafter referred to as “Sirus Infotech”, for the supply of goods and/or services.
By entering into a business relationship with Sirius Infotech, the Vendor agrees to abide by the following terms and conditions:
1. Vendor Onboarding Process
1.1 Documentation Requirements
All vendors are required to submit the following documents for onboarding:
- Company Profile
- Certificate of Incorporation / GST Registration
- PAN Card Copy
- Bank Account Details with Cancelled Cheque
- MSME/Udyam Registration Certificate (if applicable)
- Past Client References
- Signed NDA and Code of Conduct
1.2 Evaluation and Approval
Sirus Infotech reserves the right to evaluate and approve vendors based on their:
- Technical capability
- Financial stability
- Quality and compliance standards
- Past experience and references
Final onboarding is subject to internal due diligence and verification.
2. Scope of Work and Deliverables
- The Vendor must provide all goods/services as per the agreed Scope of Work (SOW), Purchase Order (PO), or Work Order (WO).
- Deliverables must adhere to specified quality, timeline, and technical standards.
- Any deviation without prior written approval from Sirius Infotech may result in contract termination or payment withholding.
3. Purchase Orders (PO)
- A valid PO or WO must be issued by Sirius Infotech before the commencement of any supply or services.
- Vendors must ensure PO acknowledgment within 2 working days of receipt.
- No work shall be initiated without a valid PO/WO, and any services or supplies done outside this framework will not be considered for payment.
4. Invoicing and Payment Terms
4.1 Invoicing Requirements
The following details must be mentioned clearly on all invoices:
- Valid PO/WO number
- Invoice number and date
- Description of goods/services delivered
- GSTIN and HSN/SAC codes (if applicable)
- Bank account details for remittance
4.2 Submission Timeline
- Invoices must be submitted within 7 working days of successful delivery or completion of services.
- Invoices submitted beyond 15 days from delivery may not be considered for payment.
4.3 Payment Terms
- Standard payment cycle: 45 – 60 days from the date of invoice receipt and acceptance by Sirus Infotech, unless otherwise agreed in writing.
- Payments will be made via NEFT/RTGS to the bank details provided by the vendor.
- Sirus Infotech will not be liable for delays due to incorrect bank details or incomplete documentation.
4.4 Deductions & Penalties
- Sirus Infotech reserves the right to deduct penalties for late delivery, quality issues, or breach of SLA.
- Applicable TDS or statutory deductions will be made as per prevailing government norms.
5. Confidentiality & Data Protection
- Vendors must maintain strict confidentiality of all information received from Sirus Infotech.
- Any data, documents, or business strategies shared must not be disclosed or used for any purpose other than fulfilling contractual obligations.
- Non-disclosure agreements (NDAs) will be signed before initiating any commercial engagement.
6. Intellectual Property
- All work, designs, software, reports, or deliverables developed by the vendor for Sirus Infotech will remain the exclusive property of Sirus Infotech unless otherwise specified in writing.
- Vendors must ensure that all services or products delivered are free from third-party IP claims or infringements.
7. Compliance with Laws
Vendors must:
- Comply with all applicable laws, including GST, labor laws, IT, cybersecurity, and data protection regulations.
- Be responsible for all statutory registrations, filings, and taxes related to their operations.
- Ensure ethical and fair trade practices in accordance with Sirius Infotech’s vendor code of conduct.
8. Termination
Sirus Infotech reserves the right to terminate the vendor relationship with immediate effect in the following cases:
- Breach of contract or code of conduct
- Non-performance or repeated delays in delivery
- Fraudulent activities or misrepresentation
- Insolvency or bankruptcy of the vendor
In such cases, outstanding payments will be settled only after final reconciliation and recovery of any applicable damages.
9. Dispute Resolution
- All disputes arising from vendor agreements shall be first attempted to be resolved amicably through mutual discussion.
- If unresolved, disputes shall be subject to arbitration under the Arbitration and Conciliation Act, 1996.
- The jurisdiction for any legal proceedings shall be Jaipur, Rajasthan, India.
10. Amendments
These terms and conditions are subject to revision at any time by Sirius Infotech. Updated versions will be made available on the official website or communicated via email.
Acknowledgement and Acceptance
By signing below or continuing to work with Sirus Infotech, the Vendor acknowledges that they have read, understood, and agreed to these Terms and Conditions.
Authorized Signatory
Sirus Infotech Pvt. Ltd., India
info@sirusinfotech.com