Accounts payable – new procedural arrangements
All supplier documents are to be emailed to the Accounts Payable team and invoices should show additional information to identify the origin of any invoice.
1. Account and document management
1.1. The University’s Accounts Payable team in Central Finance are responsible for processing all invoices and credit notes.
1.2. Suppliers are required to ensure all original invoices, credit notes and supplier statements are emailed to the University’s Accounts Payable Team firstname.lastname@example.org only and not to individual colleges or departments.
1.3. If you have an enquiry then email the University’s Accounts Payable Team email@example.com
1.3.1. Account Update - change requests pertaining to any of the following requisites must be formed on official company headed paper:
a. Change of company/trading name
b. Change of trading address
c. Change of company/trading bank details (copy of bank statement, cheque or paying-in slip is required)
Requests should be emailed to firstname.lastname@example.org
1.3.2. Procserve eMarketplace/Procurement enquiries should be emailed to email@example.com
2. Invoice and credit note processing
2.1. Please note, to prevent any undue delay, all invoices and credit notes sent to the Accounts Payable team must quote:
2.1.1. A valid university purchase order number;
2.1.2. The purchaser’s name/contact details; and
2.1.3. The college/department to which the invoice relates.
2.2. Suppliers are also required to note:
2.2.1. Delivery of goods and/or services to the University should only be carried out upon receipt of a valid university purchase order;
2.2.2. Failure to comply with the instructions listed under clause 2.1 may result in the invoice not being paid or payment deferred until the University can validate the invoiced transaction; and
2.2.3. In the absence of a valid purchase order, the University will not be liable for additional charges levied as a result of late payment legislation.
3. Invoice payment
The BACS method of facilitating supplier invoice payments offers the advantages of simplicity, security and reliability and for these reasons all our suppliers are paid via this means.
4. Order processing
If our orders to you are sent to the wrong email address or if you have an alternative email address which is more appropriate, could you please email firstname.lastname@example.org to arrange.