Document types

Requirements are configuration, not code. Adding a country means adding rows here — which is what makes the same platform work for a Botswana or Kenyan operation without a rebuild.

Uganda — Picfare Industries Ltd

Document type	Country	Requirement	Expiry	Applies to
Certificate of incorporationFields read: Company number, legal name, date	Uganda	Required	No	All
Trading licenceFields read: Licence number, validity, address	Uganda	Required	Yes — annual	All
URA tax registration (TIN)Fields read: TIN, legal name	Uganda	Required	No	All
VAT certificateFields read: VAT number, effective date	Uganda	Required	No	Above UGX 150m turnover
Bank confirmation letterFields read: Account name, number, branch, SWIFT	Uganda	Required	Yes — 24 months	All
UNBS quality certificationFields read: Certificate number, scope, validity	Uganda	Conditional	Yes — annual	Raw material, packaging
NSSF compliance certificateFields read: Employer number, validity	Uganda	Optional	Yes — annual	Services with labour on site
Certificate of originFields read: Country, HS codes	Any	Optional	No	Imported goods

Duplicate detection thresholds

Name similarity — review

At or above this, a human decides before approval.

Name similarity — block

At or above this, approval is refused until overridden with a reason.

Block outright on an exact TIN match

Block outright on an exact bank account match

Include blocked and archived Business Partners in the check

Reminder schedule

Recipient	Days before expiry
Supplier contact	60, 30, 7, on expiry
Category owner	30, 7, on expiry
Procurement lead	7, on expiry

A required document that reaches its expiry date suspends the supplier automatically. Optional and conditional documents only lower the score.