---
title: "The supplier is not in the system"
url: "https://vemente.com/en/guides/supplier-not-in-the-system/"
description: "The supplier you need is not set up at your company. The routes you have, what the law says about internal control and how it works with Vemente."
language: "en"
publisher: "Vemente"
area: "New suppliers"
stand: "November 2026"
published: "2026-10-11"
modified: "2026-11-03"
---

# The supplier is not in the system

You have found what you need. But the supplier is not set up at your company. Before anyone can order, it takes a request, a check and the setup, or another route.

As of November 2026

## In short

If a supplier is not in the system, there are several routes. You have them set up following your company's process, order from a supplier that is already set up, or pay by card where your rules allow it. Through Vemente your company only sets up Vemente, once, and Vemente buys from the new supplier.

## Why a new supplier gets checked

Each company decides for itself whether a supplier must be set up before an order. At many companies, checking new suppliers is part of the internal control system. In an ordinary audit, the statutory auditor checks whether such a system exists.

> ‘Die Revisionsstelle prüft, ob: [...] ein internes Kontrollsystem existiert.’
>
> Translation ‘The external auditor checks whether […] an internal control system exists.’
>
> Source [Swiss Code of Obligations, Art. 728a para. 1 no. 3 (ordinary audit), German original](https://www.fedlex.admin.ch/eli/cc/27/317_321_377/de#art_728_a), read on 4 Nov 2026

*Whether buying through Vemente fits your rules is your company's decision. The supplier set up in your system is Vemente.*

## Your routes when the supplier is missing

- **Have the supplier set up.** You submit the request following your company's process. Procurement or accounts payable checks the details and sets up the supplier. After that you order there like from any other supplier, later on too.
- **Order from a supplier that is already set up.** If a supplier already in the system carries the same or an equivalent item, there is nothing to set up.
- **Pay with the company card.** Where there is a company card and the purchase fits within its limits. Each company sets its own limits and receipt rules.
- **Pay with your own card and claim it as expenses.** Where your expenses rules allow it. Until the reimbursement, the person carries the amount themselves.
- **Order through Vemente.** Your company sets up Vemente once as a supplier. Vemente checks and pays the new supplier. It's quick.

## Ordering without setting up the supplier

Vemente buys from the supplier in its own name and resells the goods to your company. You receive the invoice from Vemente, made out to your company.

We check the new supplier in the commercial register, against sanctions lists, for export control and for adverse media. Then we pay them.

You receive a quote by email. We order once you have accepted it and the order is approved. Depending on what your company sets, orders are approved automatically, through Vemente's AI approval or by your people. The fee is 2.8% of the order value, minimum CHF 19, or EUR 19 in euro countries.

If something is wrong, damaged or missing, we sort it out with the supplier.

## Questions about the new supplier

### When is it worth setting up the supplier yourself?

When your company will order there again. Then the supplier is in the system for every further order.

### Does the supplier have to be set up at our company if we order through Vemente?

No. The one you set up is Vemente, once. Your existing suppliers stay in your own process.

*General information, not legal advice.*

## Related

- [Ordering once from a new supplier. CpD account, new supplier account or Vemente](https://vemente.com/en/guides/one-time-supplier-cpd-or-one-supplier-account/)
- [The online shop only takes cards](https://vemente.com/en/guides/online-shop-only-takes-credit-cards/)
- [Paid with a personal card](https://vemente.com/en/guides/personal-card-and-expenses/)

As a web page https://vemente.com/en/guides/supplier-not-in-the-system/