Due Diligence Policy / AWRS

Frostbeech Ltd T/A Vokini Drinks – CUSTOMER DUE DILIGENCE POLICY

For a retailer (Off License) or online account through vokinidrinks.com to open an account:

In order for a business to register for trade, Vokini Drinks will require the following documents:

  • Copy of Incorporation Certificate
  • Copy of VAT Certificate
  • Company Bank Details
  • Owner Photo ID details such as Passport or Driving License
  • Copy of Business Utility Bill (Less than 3 months old)

Once Vokini Drinks has collated this information, the necessary checks will be conducted before opening the account. Payment methods are Cash or Card or Bank Transfer only (Vokini Drinks preferred method is bank transfers and Cards for online sale). Vokini Drinks does not accept cheques. Cash payments have a cap of £250/month and are only applicable to onsite sale and can only be accepted under the Money Laundering Regulations. Note that photo ID may be requested for card payment at the time of payment. There is also a charge of 1.5% on any credit card payments over £1,000. Third party card payments will not be accepted.

For a wholesaler or online account through vokinidrinks.com to open an account:

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

  • Copy of Incorporation Certificate
  • Copy of VAT Certificate
  • Company Bank Details
  • Owner Photo ID details such as Passport or Driving License
  • Copy of Business Utility Bill (Less than 3 months old)
  • AWRS URN
  • Picture of business address, if applicable

Once the information has been gathered, the appointed officer or another qualified member of staff 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 in a timely manner.

For individuals through vokinidrinks.com only:

An account must be opened online at vokinidrinks.com   Delivery of products will only be done to card’s registered name and address. Individual must be of the age of 18+.

Frostbeech Ltd T/A Vokini Drinks – SUPPLIER DUE DILIGENCE POLICY

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

  • Company Introduction stating nature of business and products available
  • Completion of Know Your Supplier Questionnaire
  • Copy of Incorporation Certificate
  • Copy of VAT Certificate
  • Copy of company’s last filed set of accounts
  • Copy of Money Laundering Certificate, if applicable
  • Owner/Director’s/ Proprietor’s ID Details
  • Company Bank Details
  • AWRS number, if this has been issued and UK based supplier
  • Copy of Business Utility Bill (less than 3 months old)
  • Headed paper complete with Director’s Signature
  • Proof of Due Diligence the company carries out
  • Copy of company’s term
  • 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

Once the supplier has sent the above information, the appointed accounts officer or another trained member of the team 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 in a timely manner.

All high risk suppliers will be reviewed every three months; all other suppliers will be reviewed on an annual basis.

Regular visits to the supplier’s premises will also be made by Vokini Drinks representatives to verify business records.

Vokini Drinks’s 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 a 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 Vokini Drinks’s DDCOC is to prevent entering into 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 and completed questions for Vokini Drinks to undertake a risk assessment before any account is open. Vokini Drinks will only trade with a customer or supplier if they have passed the necessary risk assessment checks. Vokini Drinks will only work with suppliers in the alcohol industry who accept payment by card or bank transfer. Cash payments are not permitted.

Designated Accounts Officer or another authorised member of the team will review the submitted information on a case-by-case basis and Dominic Richards 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 be conducted by Accounts officer or another authorised member of the team and the final sign off will be conducted by Dominic Richards.

All initial checks and further reviews will be documented in the customer or supplier file and maintained on an ongoing basis. Reminders for checks should be logged onto the accounting software and calendars.

The DDCOC will be implemented and maintained by the designated Accounts Officer. All training of the DDCOC must be authorised by Accounts officer or Dominic Richards and any changes in staff will undergo full training on the DDCOC. 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.

Vokini Drinks is committed to tackling alcohol fraud. We aim to ensure that we comply with the Excise Due Diligence and AWRC and insist that our customers and suppliers alike perform these check on us.

HMRC deems checks to be risk based, however we appreciate that for many of our customers it is impossible to risk assess all their suppliers with this in mind the following information is provided to help you meet your due diligence obligations.

Company Name – Frostbeech Limited
Trading Names – Vokini Drinks
Trading Address – 127 George Street, Altrincham, WA14 1RN
Telephone Number – TBC
Web Site Address – www.vokinidrinks.com
Type of Organisation – Limited Company
Incorporation Number – 06790261
Date of Incorporation – 13th January 2009
VAT Registration Number – TBC
AWRS Number – TBC
Company Director – Dominic Richards

With this information, checks can be carried out on the identity and financial health of the company through Companies House in the UK.

Please contact us if you would like copies of our VAT and company registration certificate.