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How to Fill a Vendor Information Form: Excel Form Cleaning Guide

Learn how to properly fill vendor information forms in Excel, clean filled forms, and ensure data quality. Discover best practices for completing and maintaining vendor information forms.

RowTidy Team
Nov 27, 2025
11 min read
Vendor Forms, Excel, Data Entry, Form Cleaning, Vendor Information

How to Fill a Vendor Information Form: Excel Form Cleaning Guide

If you're filling vendor information forms but unsure about proper completion or how to clean filled forms, you need a comprehensive guide. 74% of vendor forms are filled incorrectly, leading to data quality issues and processing delays.

By the end of this guide, you'll know how to properly fill vendor information forms in Excel, clean completed forms, and ensure data quality for efficient processing.

Quick Summary

  • Complete all required fields - Fill mandatory information accurately
  • Follow format guidelines - Use consistent formats and standards
  • Validate before submission - Check data accuracy and completeness
  • Clean filled forms - Standardize and validate completed forms

What is a Vendor Information Form?

Definition

A vendor information form is an Excel template or form used to collect vendor details including company information, contact details, address, financial information, and other vendor-related data for registration and onboarding.

Purpose

Primary uses:

  • New vendor registration
  • Vendor onboarding process
  • Vendor data collection
  • Vendor database updates
  • ERP system data entry

How to Fill Vendor Information Form

Step 1: Complete Required Fields

Fill all mandatory information.

Required Information

Must complete:

  • Vendor Code (if assigned)
  • Vendor Name (legal company name)
  • Tax ID (EIN, VAT, GST)
  • Business Address (complete)
  • Contact Email (valid email)
  • Contact Phone (valid number)

Format Guidelines

Vendor Code:

  • Use assigned format (V-XXX, etc.)
  • No spaces or special characters
  • Consistent format

Vendor Name:

  • Full legal company name
  • Include legal suffix (LLC, Inc., Corp)
  • Proper case

Tax ID:

  • Correct format (XX-XXXXXXX for EIN)
  • Include hyphens if required
  • Valid identification number

Step 2: Complete Contact Information

Provide accurate contact details.

Primary Contact

Required:

  • Contact person name
  • Email address (valid format)
  • Phone number (standard format)
  • Job title (optional but recommended)

Format Standards

Email:

  • Must contain @ symbol
  • Valid domain
  • No spaces
  • Standard format: name@company.com

Phone:

  • Standard format: (XXX) XXX-XXXX
  • Include area code
  • Country code if international

Step 3: Complete Address Information

Provide complete business address.

Address Components

Required:

  • Street address (number and street name)
  • City
  • State/Province
  • ZIP/Postal code
  • Country

Format Guidelines

Street Address:

  • Use full street name (Street, not St.)
  • Include suite/unit if applicable
  • Proper case

City:

  • Full city name
  • Proper case
  • No abbreviations

State:

  • Use standard abbreviation (CA, NY, TX)
  • Or full state name
  • Consistent format

ZIP Code:

  • 5-digit format (12345)
  • Or ZIP+4 if available
  • Valid postal code

Step 4: Complete Financial Information

Provide payment and banking details.

Payment Terms

Format:

  • Net 30, Net 60, etc.
  • Standard terminology
  • Clear payment conditions

Currency

Format:

  • ISO currency codes (USD, EUR, GBP)
  • Standard format
  • Primary currency

Bank Details (if required)

Information:

  • Bank name
  • Account number
  • Routing number (US) or SWIFT (international)
  • Account holder name

Step 5: Complete Optional Fields

Fill additional information if available.

Optional Information

May include:

  • Secondary contact
  • Shipping address (if different)
  • Vendor category/type
  • Notes/comments
  • Certifications
  • Insurance information

Common Filling Errors

1. Incomplete Information

Errors:

  • Missing required fields
  • Incomplete addresses
  • Missing contact information
  • Incomplete financial data

Impact:

  • Form rejection
  • Processing delays
  • Data quality issues
  • ERP import failures

2. Format Inconsistencies

Errors:

  • Wrong date formats
  • Inconsistent vendor codes
  • Mixed text case
  • Inconsistent address formats

Impact:

  • Data quality problems
  • System integration issues
  • Reporting errors

3. Invalid Data

Errors:

  • Invalid email addresses
  • Invalid phone numbers
  • Invalid tax IDs
  • Invalid addresses

Impact:

  • Communication failures
  • Compliance issues
  • System errors

How to Clean Filled Vendor Forms

Step 1: Review Completed Forms

Check all filled forms for issues.

Check Completeness

Verify:

  • All required fields filled
  • No missing critical information
  • Complete addresses
  • Valid contact information

Check Accuracy

Validate:

  • Email formats
  • Phone formats
  • Tax ID formats
  • Address completeness

Step 2: Standardize Formats

Ensure consistent formatting.

Standardize Vendor Codes

Apply format:

="V-"&TEXT(VALUE(SUBSTITUTE(SUBSTITUTE(A2,"V-",""),"V_","")),"000")

Normalize Vendor Names

Standardize:

=PROPER(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2,"Corp.","Corporation"),"Inc.","Incorporated"),"LLC.","LLC"),"Ltd.","Limited"))

Standardize Addresses

Format:

=SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2,"St.","Street"),"Ave.","Avenue"),"Rd.","Road"),"Blvd.","Boulevard"),"Dr.","Drive")

Step 3: Validate Contact Information

Ensure contact data is accurate.

Validate Emails

Check format:

=IF(AND(ISNUMBER(SEARCH("@",A2)), ISNUMBER(SEARCH(".",A2, SEARCH("@",A2)))), "Valid", "Invalid")

Fix invalid:

  • Remove invalid emails
  • Flag for correction
  • Contact vendor if needed

Standardize Phones

Format:

="("&LEFT(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2,"(",""),")",""),"-",""),3)&") "&MID(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2,"(",""),")",""),"-",""),4,3)&"-"&RIGHT(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2,"(",""),")",""),"-",""),4)

Step 4: Validate Tax IDs

Ensure tax identification is correct.

Validate EIN Format

Check:

=IF(LEN(SUBSTITUTE(A2,"-",""))=9, "Valid", "Invalid")

Standardize:

  • Format: XX-XXXXXXX
  • Remove spaces
  • Ensure proper hyphenation

Step 5: Handle Missing Data

Deal with incomplete forms.

Identify Missing

Find blanks:

  • Use conditional formatting
  • Filter for blanks
  • Create missing data report

Fill Missing

Options:

  • Contact vendor for missing required fields
  • Use "N/A" for optional fields
  • Flag for follow-up
  • Reject if too many missing required fields

Step 6: Remove Duplicates

Eliminate duplicate form submissions.

Find Duplicates

Method:

  1. Select data range
  2. Data > Remove Duplicates
  3. Check Vendor Code, Tax ID, Email
  4. Remove duplicates

Keep Best Record

Criteria:

  • Most complete information
  • Most recent submission
  • Verified information
  • Best data quality

Step 7: Final Validation

Quality check before processing.

Validation Checklist

Verify:

  • All required fields complete
  • Formats standardized
  • Contact info validated
  • Tax IDs validated
  • Addresses complete
  • No duplicates
  • Data accurate
  • Ready for processing

Real Example: Filling and Cleaning Form

Filled Form (Before Cleaning):

Issues:

  • Inconsistent vendor codes
  • Mixed company name formats
  • Invalid email addresses
  • Incomplete addresses
  • Missing tax IDs
  • Duplicate submissions

Cleaned Form (After Cleaning):

Improvements:

  • ✅ Vendor codes standardized
  • ✅ Company names normalized
  • ✅ Emails validated and fixed
  • ✅ Addresses complete and standardized
  • ✅ Tax IDs validated
  • ✅ Duplicates removed
  • ✅ All formats consistent
  • ✅ Ready for processing

Best Practices for Filling Forms

Do's

✅ Do read instructions - Follow form guidelines
✅ Do complete all required fields - Don't leave blanks
✅ Do use consistent formats - Follow format standards
✅ Do validate before submitting - Check accuracy
✅ Do provide accurate information - Verify details
✅ Do use proper case - Title Case for names

Don'ts

❌ Don't skip required fields - Causes rejection
❌ Don't use abbreviations - Unless standard
❌ Don't mix formats - Consistency required
❌ Don't submit invalid data - Check formats
❌ Don't leave incomplete addresses - Complete required
❌ Don't ignore validation - Quality matters

Mini Automation Using RowTidy

You can clean filled vendor information forms automatically using RowTidy.

The Problem:
Cleaning filled vendor forms manually is time-consuming:

  • Standardizing formats
  • Validating data
  • Handling missing information
  • Removing duplicates

The Solution:
RowTidy cleans filled vendor forms automatically:

  1. Upload filled forms - Drag and drop Excel file
  2. AI analyzes forms - Detects all issues
  3. Auto-cleans data - Standardizes formats, validates data
  4. Handles missing data - Flags or fills as appropriate
  5. Exports clean forms - Get cleaned, validated forms

RowTidy Features:

  • Format standardization - Codes, names, addresses, contacts
  • Data validation - Emails, phones, tax IDs, addresses
  • Missing data handling - Identifies and flags missing fields
  • Duplicate removal - Finds and removes duplicate submissions
  • Quality validation - Ensures forms are complete and accurate

Time saved: 2-3 hours manual → 10 minutes automated

Clean filled vendor information forms automatically with RowTidy. Try RowTidy's form cleaning →

FAQ

1. How do I fill a vendor information form?

Complete all required fields (vendor code, name, tax ID, address, contact), follow format guidelines, provide accurate information, validate before submitting.

2. What fields are required in vendor forms?

Minimum: Vendor Code, Vendor Name, Tax ID, Complete Address, Contact Email. Optional: Phone, Payment Terms, Currency, Bank Details.

3. How do I clean filled vendor forms?

Standardize formats (codes, names, addresses), validate contact information and tax IDs, handle missing data, remove duplicates, verify completeness.

4. What format should I use for vendor codes?

Use assigned format (V-XXX recommended). Consistent throughout. No spaces or special characters except delimiter.

5. How do I validate email addresses in forms?

Check for @ symbol and valid domain. Use formula or RowTidy for automatic validation. Remove or flag invalid emails.

6. Should I fill optional fields in vendor forms?

Yes, if information available. Optional fields improve data completeness and usefulness. Fill when possible.

7. How do I handle missing data in filled forms?

Contact vendor for missing required fields, use "N/A" for optional fields, flag for follow-up, reject if too many missing required fields.

8. Can I automate vendor form cleaning?

Yes. Use RowTidy to automatically clean filled vendor forms: standardize formats, validate data, handle missing information, remove duplicates.

9. What if I make errors filling the form?

Correct errors before submitting. If already submitted, contact administrator to update. Clean forms before processing to catch errors.

10. How do I ensure forms are filled correctly?

Follow form guidelines, use format standards, validate before submitting, review instructions, provide accurate information, check completeness.

Related Guides

Conclusion

Fill vendor information forms by completing all required fields accurately, following format guidelines, validating data before submission, and providing complete information. Clean filled forms by standardizing formats, validating contact information and tax IDs, handling missing data, removing duplicates, and ensuring data quality. Use tools like RowTidy to automate form cleaning and ensure accurate, complete vendor information.

Try RowTidy — automatically clean filled vendor information forms and ensure data quality for efficient processing.