Purchase orders and payments
- Before starting work
In order to supply goods, services or works, you firstly need to have agreed with us what your company will supply and at what price. You must ensure that you are clear about all of the costs that will be included on the invoice e.g. delivery costs, because if the cost is not included on our purchase order, our system will reject your invoice and your payment will be delayed.
If this is the first time that you have worked with us, we will need some standard information from you about your business such as e-mail addresses, bank details and VAT registration (if applicable). Ensure that this is provided promptly when requested as without this we are unable to raise a purchase order.
You should not provide work or goods without firstly receiving a purchase order – there is a strict No Purchase Order - No Pay policy. All invoices submitted for payment without stating a valid and correct purchase order number will be returned to the supplier.
More about the No Purchase Order - No Pay policy
If you need to carry out emergency work e.g. repairs to secure a building or to safeguard a person, then you should take the details of the person requesting the work and ask them to send the purchase order within three working days.
Do not send an invoice until you have received a purchase order number as the invoice will be returned to you and this will cause a delay in payment
- The purchase order
The purchase order acts as the authority to supply / proceed with the service and it is essential that you ensure that this authority is in place before goods are supplied or services are undertaken. Make sure you have a purchase order and that this is quoted on your invoice. If it is not your invoice will be returned to you unpaid.
Your purchase order will be sent to the email you have previously provided. Where an email address is not available, the order will be posted or faxed as per the instructions on your vendor record. If you want to add or change an email or postal address then use the change of details form to do this.
- Checking the purchase order
We use automated systems to process invoices and the purchase order number is used to match your invoice with the purchase order. If an invoice does not match the purchase order exactly then manual intervention may delay payment. In some cases payment may not be possible until a new purchase order is provided.
On receipt of your purchase order check the information carefully.
If any information on the purchase order is incorrect or requires amending you should contact the person named on the purchase order.
Purchase orders will be raised in one of the following two ways
Quantity based order – used to raise orders for a specific quantity of goods or for a services which can be quantified e.g. a number of days of service.
Value based order – used to raise orders for services where there may be multiple invoices up to the specified value.
Only supply quantities or prices as per the purchase order. Make sure that everything you will invoice for is on the purchase order, including any delivery charges. If extra goods or services are to be provided then a new purchase order will be required. If the prices on the order are incorrect then use the contact details on the purchase order to confirm that the changes in price are agreed and will not cause a delay in payment. Due to their unique payment approval process, please ensure only one value based order is quoted per invoice.
See more on quantity based orders
See more about value based orders
- Submitting your invoice
We use automated systems to scan and process your invoice.
To enable the software to read your invoice ensure that the information is legible and complete.
You must only submit invoices by email as PDF documents. Each document that is submitted must contain only one invoice.
Invoices should be submitted to the address stated on the purchase order and must have the correct purchase order number typed on the invoice itself. We aim to pay invoices within 30 days of being scanned so sending the invoice directly to the correct address is essential for payment being made on time.
Do not send an invoice without a purchase order number. All invoices submitted for payment without stating a valid and correct purchase order number will be returned to the supplier.
See more on information to be included in invoices
Standard payment terms are 30 days from receipt of a valid invoice and will only be varied by written agreement.
See why a payment might be delayed
Remittance advice will be sent to you to confirm that payment has been agreed and is on its way. Your remittance advice will be sent to the email you have previously provided. Where an email address is not available, the remittance advice will be posted as per the instructions on your vendor record. If you want to add or change an email or postal address for remittances then use the change of details form to do this.
If we hold bank account details for you, it takes 4 working days for payment to reach your bank account after you receive an e-mailed remittance. If we do not hold bank details for you, a cheque will be issued to you. To inform us of changes to your bank details, complete the change of details form. Changes to bank details will only be made once they have been verified.
If you do not receive your remittance advice, raise an online enquiry.
If you are not receiving remittance regularly, complete the change details form to ensure your details are held correctly.
- Enquiries and statements
If you have an enquiry about an invoice that has been submitted to shared services then raise a query.
You will need to provide the following information:
- invoice number
- purchase order number
- how you submitted the invoice (i.e. email/post)
- when and where you sent this to.
All of this will help us to track your query more speedily.
Do not send automatic statements, as these will not be reviewed.
Statements will only be reviewed by exception on request. If you have a number of invoices that are outstanding and you do not wish to raise individual enquiries for these, raise an online enquiry requesting that a statement is reviewed (including the reason), and we will contact you for further information as necessary.
If any of the contact details we hold for you are incorrect you should request a change to details.
- Schools in Hampshire
Just over 100 Hampshire schools use the centralised service for having their invoices processed rather than processing them in the school.
List of Hampshire schools processing their own invoices 64 kB (known as Model 1 schools) – you can check the school’s address to make sure it’s the correct school.
List of Hampshire schools using the centralised service for processing invoices 38 kB (known as Model 2 schools)
This means that:
invoices must be sent to the invoice address that is printed / displayed on the relevant individual Purchase Order (this will either be the centralised invoice processing address or the individual schools address)
invoice queries must also be directed to the invoice address quoted on the Purchase Order.