DUE DILIGENCE

AWRS REFERENCE NUMBER : XLAW 000 0011 6830

  1. FOR A RETAILER TO OPEN AN ACCOUNT:

In order for a business to register for trade, Seltzard Limited will require:

  • Retailer/Business Name 
  • Retailers/Business Address
  • Retailer’s Phone Number
  • Retailer’s Email Address
  • Owner’s Name:
  • VAT Number
  • Bank Details
  • Signature on Account Opening Form
  • Check Premises Licence is displayed and valid

Once Seltzard Limited has collected this information, the necessary checks will be conducted before opening the account. Payment methods are Card or bank transfer. A Unique Customer/Account number will be set up for each customer.

2. FOR A WHOLESALER TO OPEN AN ACCOUNT:

In order for a business to register as a wholesaler, Seltzard Limited will require the following documents:

  • Wholesaler/Business Name
  • Wholesaler/Business Address
  • Wholesaler’s Phone Number
  • Wholesaler’s Email Address
  • Owner’s Name
  • Wholesaler’s AWRS Number
  • VAT Number
  • Bank Details
  • Signature on Account Opening Form

Once the information has been gathered, the appointed officer, Oliver Park will complete a risk assessment. Any customers identified as high risk will undergo further questioning. High risk customers that are accepted will be evaluated every three months; all other customers will be reviewed on an annual basis. All customers who do not pass the internal check will be notified that their account will not be opened and customers with suspicious behaviour will be reported to HMRC within 5 working days.

3. FOR SELTZARD LIMITED TO OPEN A SUPPLIER ACCOUNT:

As a part of the Alcohol Wholesaler Registration Scheme (AWRS), Seltzard Limited is required to conduct due diligence checks on partners/suppliers involved in the supply chain for alcoholic drinks. Seltzard Limited will require the following documents for a wholesaler to open an account to start trading:

  • Company Introduction stating nature of business and products available
  • VAT Number if this is a UK based supplier
  • Owner/Director’s/ Proprietor’s ID Details 
  • Company Bank Details
  • AWRS number if this is UK based supplier
  • If you are a UK duty paid supplier, please provide us with copies of form W-5 (or similar document) showing evidence of duty payment.
  • Evaluate pricing to make sure it is priced correctly
  •  Get documents to prove Excise Duty has been paid
  • To Check Suppliers have carried out Due Diligence their end.

Once the supplier has sent the above information, Oliver Park will review it. The overall risk of the supplier will be established. If the business is identified as a high-risk supplier, further questions will be asked, and site visits will be conducted as appropriate. Any suspicious retail pricing at uneconomic levels or improper trading patterns will be reported to HMRC within 5 working days. All high-risk suppliers will be reviewed every three months; all other suppliers will be reviewed on an annual basis.

4. DUE DILIGENCE CODE OF CONDUCT (DDCOC):

Our Due Diligence Code of Conduct (DDCOC) sets out the basic rules we will follow and the values that will guide our decisions. It also points us to more detailed processes and procedures relating to the purchase and supply of alcoholic products. The DDCOC is built on the premise of ‘knowing your customer or supplier and the commercial transactions that will be involved’. Supply chains are only as strong as the weakest link and the purpose of Seltzard Limited DDCOC is to prevent entering commercial transactions with any illicit customer or supplier. 

The policy will aid in ensuring all customers and suppliers are regularly reviewed so any changes of activities are identified, and the appropriate action taken. Specific guidelines have been developed for customers and suppliers. All customers and suppliers must provide the required list of documents for Seltzard Limited to undertake a risk assessment before any account is open. Seltzard Limited will only trade with a customer or supplier if they have passed the necessary risk assessment checks. Seltzard Limited will only work with suppliers in the alcohol industry who accept payment by bank transfer. Cash and cheque payments are not permitted. Oliver Park will review the submitted information on a case-by-case basis and will conduct the final sign off. 

Any customer or supplier who fails to pass the risk assessment will immediately have all transactions ceased pending review. If the review is unsatisfactory, the account will be closed indefinitely. Regular reviews of customer and supplier information will a be conducted by Oliver Park. Part of the DDCOC is to ensure day-to-day checks are in place to identify transactions that may lead to fraud or involve goods on which duty may have been evaded. Checks in purchase order processing and customer orders are two areas where daily checks are performed.

5. PURCHASE ORDER PROCESS FOR NOMINATED SUPPLIERS:

The purchase order process we currently use will help assist in ensuring fraud does not take place. All orders are raised through official purchase orders for approved suppliers on Zoho Inventory. The orders are emailed across directly to the supplier with the full details of product and price. Once the goods are received into our warehouse, the goods are booked into the Zoho Inventory system. This process highlights any errors in quantity and costings. If any order has not been received in the expected delivery window, we will raise a query with the supplier, haulier if we have instructed them and destination warehouse. If anything fraudulent has been identified we take the necessary actions.

6. CUSTOMER ORDERS:

Customer orders are placed in writing by filling out an order form, to be sent by email (seltzard@gmail.com). If the order has not been sent through the appointed manner from when the account was opened, the order will be placed on hold. The same principle applies to the delivery address requested on the customer’s order form. Seltzard Limited ensure copies of delivery notes (either email or hard copies) for each order are received to help prove delivery to the requested delivery address. Any changes to the form of ordering or delivery address must be made in writing by the customer on company letterhead or company email.