Payment information for suppliers

Purchase orders

From 1 April, we will have a ‘No Purchase Order, No Pay’ policy. This means that we will only pay invoices if they have a correct and valid purchase order (PO) number.

This is a key financial control measure for us, and forms part of our approved financial regulations. This is helps to make sure:

• All spend is correctly authorised in our payments system
• It speeds up the processing of invoices for suppliers
• There are fair and consistent terms and conditions on goods, works and service

No Purchase Order, No Pay policy

If you supply goods, works or services to us, you must ask for a valid PO number from your council contact when an order is placed.

Please do not accept verbal or written instruction to supply goods, works or services from any member of staff without a valid PO number. Unless it falls within the exceptions listed below.

Invoices that do not quote a PO number will be returned to the supplier without obligation to pay.

Cooperating with this policy is one of the best ways to make sure your invoice is paid promptly.

Exceptions to our purchase order policy

We have a purchase order exemption list, which is under constant review.  Examples of exemptions include:

• Utility bills
• Fuel cards
• Grant payments
• Council tax, business rates and stamp duty
• Bank charges and treasury transaction fees
• Housing payments

Getting a purchase order number

Our council staff must provide you with a valid PO number for the supply of goods and services.

If you do not have a PO number, do not proceed with the order. Please contact the council department making the purchase. Asking them to provide a PO number.

Invoices

To make sure we process and pay all invoices on time:

• Email them to invoiceteam@rushmoor.gov.uk. Any supporting documents should be within the same email and not sent separately
• Always quote a relevant valid PO number
• Don’t submit both electronic and paper copies of invoice

What to include in your invoice

Please make sure you include all the following:

• Your company name and contact details
• Bank details
• Your VAT registration number, if you have one
• Your UTR if works fall under the CIS scheme, if you have one. If relevant, a split of labour and materials costs
• The invoice date
• A relevant valid PO number
• A full description of the goods or services supplied
• Amounts and VAT

Payment terms

Our standard payment terms are 30 days from the date of a valid and undisputed invoice.

This 30-days will not start unless the invoice you submit is valid and undisputed. In order to be valid, the invoice must comply with our invoicing policy and by quoting a valid PO number.

If you are a supplier, you are at risk of not being paid if your invoices do not include a valid PO number or, at best, you will experience a delay in receiving your payment.

We are willing to work with suppliers with differing payment terms, but you must let us know these in advance of works being contracted, so we can update our payment system.

Please read our purchase order terms and conditions for more information.