Signing up business suppliers for RCTI

Before you start

An RCTI needs both sides to be GST-registered and have an ABN. Open Settings in the admin menu and make sure your company ABN is filled in and GST Registered is ticked. Without them AltScrap can’t issue RCTIs, and GST-registered suppliers get a plain purchase receipt instead.

Business registration is for businesses selling to you under an ABN. People selling their own scrap use personal registration instead, and the supplier form links to it.

Sending suppliers to the form

Your yard’s website has a Business registration link in the header and footer. It opens /supplier on your own web address, branded with your yard’s name. Give suppliers that link, or put it on your quotes, emails and counter signage.

Suppliers don’t need an account, an app or an invite. They fill the form in once and sign it on screen. If they’d rather use paper, they can click Download blank PDF on the same page, fill it in and send it back to your office email.

What suppliers fill in

• Business and contact details: legal business name, trading name (optional), ABN, contact name, phone and email.
• Whether they’re registered for GST. This decides which agreement they sign and whether GST is added to what you pay them.
• Business address, and a postal address if it’s different.
• Payment details: payee name, BSB and account number. They can also add a PayID and a separate accounts email, which is where their RCTIs and receipts get sent along with the contact email.
• Five safety acknowledgements: what you can and can’t accept, Chain of Responsibility, safe loading of bins, cars and light vehicles, and drums, tanks and transformers.
• The RCTI agreement (or the non-GST version), signed on screen with their printed name.

When they submit, they’re told the yard will review it and email them the agreement, signed by both sides, once it’s approved.

Approving an application

Open Supplier Approvals in the Sellers section of the admin menu. Online applications land under Awaiting approval, and anything that needs you shows up under Needs your action. Company admins can approve from the web admin or from Supplier approvals in the staff app.

1. Click Review & approve on the supplier.
2. Check the business. Click the ABR link next to their ABN to confirm the name, the ABN is active, and their GST status matches what they ticked.
3. Check the bank details shown under “Verify before approving” against something the supplier gave you directly: their paper form, a phone call to a number you already have, or a signed letter. Then tick the box to confirm you’ve done it.
4. Choose a pricing tier for them, or leave it as “No tier (assign later)”.
5. Sign in the counter-signature box on behalf of your company. Your signature goes on the agreement they receive, and you can check it in the document preview.
6. Click Approve & Send RCTI. The supplier is marked verified and the signed agreement is emailed to them.

If something doesn’t add up, click Reject and give a reason. The reason is kept with the application. After approval, the supplier’s page shows whether the agreement email went out, and you can click Send completed agreement to send it again.

Recording a paper application

1. Scan the signed paper form into a single PDF, no bigger than 4 MB.
2. On Supplier Approvals, click Record returned paper form.
3. Type in the details exactly as they appear on the paper form.
4. Upload the signed PDF and tick the box confirming the original has the supplier’s signature and date, the right agreement and all safety acknowledgements, and that what you typed matches it.
5. Submit it. It goes into Awaiting approval like an online application.
6. Approve it as above. The supplier’s page has a View original signed PDF button, so you can check the paper form again before you approve.

Businesses added another way, such as a pre-registration taken at the counter or a contact brought in from MYOB, appear under New applications. From there you send them a secure link to finish their details and sign. If the email doesn’t go through, AltScrap gives you the link to copy and send yourself.

What happens when you buy from them

1. At the counter, staff search for the supplier by business name, ABN or phone. Only approved suppliers can be picked for a purchase as a supplier.
2. The supplier’s pricing tier is picked automatically.
3. For a GST-registered supplier, item prices are entered without GST and AltScrap adds 10% on top. The total paid includes the GST.
4. The purchase record is the RCTI. It’s titled Recipient Created Tax Invoice when you and the supplier are both GST-registered with ABNs on file. Otherwise it’s a purchase receipt.
5. Send it from the sale with Email receipt. It goes to the supplier’s accounts email and contact email.
6. If you use Xero or MYOB, syncing the purchase puts it in as a supplier bill with GST, ready to claim.

If a supplier changes banks after they’re approved, an admin updates the details from Edit on the supplier’s page. You have to give a reason and confirm you’ve checked the new details against the supplier’s signed authorisation. Every change is kept in the change history with your name.