Supplier invoicing arrangements during Covid-19 outbreak
In order to support our suppliers during the Covid-19 outbreak, we have with immediate effect, implemented measures to pay all validated supplier invoices immediately rather than the usual 30-day terms.
This measure should alleviate any concerns over invoice payments for most suppliers who currently conduct their financial transactions electronically, however we recognise that some suppliers do sometimes generate and post hard copy invoices to our establishments.
Considering the most recent Government advice, we have reduced the number of office-based staff, and as a consequence invoices received by post may not always be validated in the usual timeframes so to mitigate this risk we are recommending that invoices should be sent by email.
In order to ensure that we can deliver an efficient and effective payment process, any invoice raised by suppliers which relates to an official council purchase order (a 10 digit number beginning 41) should be sent by email to firstname.lastname@example.org
In any instances where an official purchase order has not been issued, or invoices are currently posted, suppliers should contact a member of staff in the service area requesting the goods, works or services and make arrangements for future invoices to be emailed in the future.
Finally, for those suppliers who also have contracts directly with our schools, we also recommend that all invoices are emailed electronically directly to the school, but in addition also send a copy to email@example.com. This additional and temporary measure is recommended to try to speed up the payment process in the case where a school is closed for any period.