FAQs - Invoicing and Suppliers
How do I request a cheque/BACS payment without an
To request payment complete a pro forma invoice - payment
request which should be used for example
- if the supplier is unable to issue an invoice
- the supplier can only issue a booking form
- the company can only supply a subscription form
Provide as much information as possible and arrange coding and
authorisation. If there is any supporting documentation to be
sent out with the payment, this should be attached to the
If the payment is for a conference and the supplier has only
provided a booking form, it is often advisable to send a
copy of the booking form to the supplier in
advance of payment (to ensure the place is booked and dietary
requirements etc are known) along with a note advising payment will
follow under separate cover. The original booking form should
be attached to the payment request and this will be sent with the
Our preferred method of payment is by BACS so if a supplier has
quoted their bank details payment will be made directly to their
bank account (refer to BACS payment run dates). A remittance
advice will be sent to them along with the booking form/supporting
documentation. If a supplier has not provided their bank
details, a cheque can be raised and sent with the
How do I process a purchase order form?
To place and order with an approved supplier you will require a
purchase order pad which can be obtained from the Finance Office.
The number at the top, YSJ/0*****, is your unique purchase order
number which should be quoted by the supplier on their invoice.
Once you have completed your order form it should be coded and
signed by an authorised signatory prior to placing your order with
The white copy should be sent to the supplier, the pink copy
must be forwarded to the Finance Office and the yellow copy is to
be kept within the faculty/department for reference and checking
when the goods/services are received.
Please note that the purchase order is the request to
order the goods/services only, payment cannot be
made on a purchase order form alone. Once the invoice is
received from the supplier this must be authorised by a
delegated signatory and coded to a nominal then returned to Finance
Can I use a supplier not on the University Suppliers
Whenever possible staff should try to use
suppliers who have already been approved and show on the University
Suppliers List. However, this may not always be possible for
- staff may wish to order goods on line with a
one-off supplier. In this instance goods should be paid for
using a University credit card and there is no need to complete a
- staff may wish to place an one-off order.
If this is under £2k please complete a purchase order in the normal
way but endorse it with "one-off". If the order is over £2K
or the supplier is to be used again on a regular basis, a new
supplier request form should be completed.
How do I set up a new supplier?
Where possible staff should endeavour to use a new supplier
already registered with NEUPC. However if staff wish to use
another supplier they should complete a new supplier request
form. All sections of the form should be completed
especially the banking information so that the supplier can be paid
by BACS. Once the new supplier request has been approved by
the Head of Finance staff will be notified so that the order can be
How do I authorise/code an invoice?
Invoices must be signed off for payment by a budget
holder or delegated authorised signatory. The invoice should be
authorised by a different signatory to the person who authorised
the purchase order. However if this is not operationally
possible within the department the invoice should be signed by
the authorised signatory and either:
- signed by another member of staff (not necessarily an
authorised signatory) to confirm that the goods/services have been
- or the delivery note should be attached to the invoice which
has been signed by the member of staff who received the goods
Please refer to the how to code an invoice
document. For any queries regarding budgets allocated to your
faculty / department, please contact your management
How do I dispute an invoice?
If you have a query on an invoice, contact the purchase ledger
section quoting the supplier name and red stamper number. The
purchase ledger system can then be updated in case the supplier
contacts the Finance Office directly.
I have an invoice received in my faculty/department in
Please contact the purchase ledger section quoting the supplier
name and the red stamper number so that the correct department can
be identified for the invoice to be forwarded on to and the
purchase ledger system can be updated.
What do I do with statements?
Statements should be forwarded to
the Finance Office in order to reconcile the details
against the purchase ledger system. Under no circumstances
will a statement be used as a method of payment to a
supplier. Some companies have statements which look very
similar to their invoices so please check before authorisation that
the correct paperwork is being signed off.
How do I become an authorised signatory?
Purchase orders and invoices must be signed off by a authorised
signatory. Authorised signatory forms are renewed annually
and can be found on the Finance Forms page. These must be
completed with the cost centre, expenditure codes and limit which
can be signed on.
How do I employ an individual on a self employed
If an external individual is being employed to provide
teaching/workshops etc their employment status must be determined
before they do the work. This should be done via the
Employment Status Indicator (ESI) tool on the HMRC website. A
copy of the final results page must be forwarded to Finance with
the supplier's invoice.
Please refer to HR procedure - Employment
Status Guidance for Managers
How do I employ temporary staff?
The current approved supplier for temporary staff is
Office Angels. Please provide them with a
purchase order number and the cost centre (and project code if
applicable) to quote on their invoices
How do I place an advert?
Supplies of advertising to the University should be charged at
zero VAT rate due to our charitable status. If the supplier
requests this in writing a Charity Zero Rated VAT on Adverts
form should be completed and sent to them.
How do I make a payment by credit card?
Each faculty / department should have at least one member of
staff responsible for holding a Visa purchasing card to enable
payments to be made on line or direct with suppliers. Please
contact your admin team for further information relating to your
faculty / department.
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