Getting paid on time

What to include on your invoice

To help ensure prompt payment of your invoice, check that all invoice details match the corresponding purchase order. A valid invoice must include the following:

• a correct 10-digit purchase order number (this must be typed in - handwritten numbers are not readable by our systems)
• the invoice address exactly as shown on the purchase order
• the word 'Invoice' or 'Credit note' plus a unique Invoice or credit reference number
• correct value and quantity that match the purchase order
• your VAT number (if VAT registered)
• the values of the individual lines and total amount of the invoice
• net and gross amounts, VAT rate, and VAT amount (if VAT registered)
• the invoice date

Do not submit invoices without a valid purchase order number. Any invoices received without the correct purchase order number will be returned.

Value-based purchase orders

Due to their unique payment approval process, ensure you quote only one value-based purchase order per invoice. Go to the supplier hub and see 'How to supply goods and services' for more information.

Invoice templates

If you don't have a suitable format for your invoice, you may find one of these invoice templates useful:

Invoice (no VAT) template

Invoice (with VAT) template

Submitting your invoice

 We use automated systems to scan and process your invoice so it’s important to follow these steps:

• make sure your invoice is clear and complete to enable the software to read your invoice
• send invoices as PDF files only. Other formats won’t be accepted
• only include one invoice per PDF file

Include the correct 10-digit purchase order number.Invoices without this will not be processed. To enable the software to read your invoice, make sure the information is readable, complete and that the purchase order is typed and not handwritten.

Your purchase order will inform you where you need to send your invoices. If they are sent to any other address this may delay payment. Ensure all invoices follow the format outlined above.

If you have an account, invoices for the Hampshire County Council Processing Centre can be uploaded directly via Supplier Self-Service which will allow you to track the progress of your invoice. If you do not have access but would like to register you can do this via the supplier hub. If not, email your invoice to [email protected].

Submitting invoices for schools

Some Hampshire schools use the Hampshire County Council Processing Centre for their invoices rather than processing them in the school. There are two types of schools in Hampshire, and where you send your invoice depends on which type you're dealing with:

Model 1 schools - Hampshire schools that process their own invoices

Model 2 schools - Hampshire schools that use the Processing Centre. These schools use Hampshire Shared Services to process their invoices.

All Oxfordshire Schools process their own invoices and should be contacted directly for any queries.

You can check the school’s address to make sure it is the correct school.

You must send invoices and queries to the invoice address shown on the relevant purchase order.

Payment terms

Our standard payment terms are 30 days from the date we receive a valid invoice. Any changes to these terms must be by written agreement.

Bank payments

Payments are made directly into your bank account.

You can update your bank details through the supplier hub. If you require some support with this, read our guidance on updating your business details which is also available on the hub.

If you have any questions make an enquiry.

Delays in payment

Delays in payments are usually due to:

• differences between the purchase order and the invoice
• invoice being sent to the incorrect address
• incorrect, missing or handwritten purchase order number on the invoice
• goods receipting not completed by the buyer. Make sure the buyer has a delivery note to help with goods receipting
• a dispute with the goods or services
• no outstanding commitment remaining on the order. You will need to contact the buyer to raise a new purchase order
• missing breakdown of net, gross amounts and VAT total
• the invoice being of poor quality and is not readable by our system

Invalid invoices

Invalid invoices will be returned to the remittance email address on your supplier account. Make sure your contact details are up to date, you can do this via the supplier hub.

Once the invoice is corrected, resubmit for payment as instructed on the purchase order.

Remittance advice

Your remittance advice confirms that a payment has been made and tells you when to expect it. This will be sent to your remittance email address.

When you will get paid

Payments take 4 working days to reach your bank account after the remittance is emailed to you.

What's included in the remittance advice

• invoice reference number
• purchase order number that the invoice was paid against if appropriate
• itemised list of payments (if multiple invoices were paid)
• alternative reference (e.g. claim form) if no invoice was used
• a document number – quote this if you have any queries

Missing remittance advice

Check your email address in Supplier Self-Service is correct. If it needs updating and you do not have access, you will need to register for supplier self-service, you can do this via the supplier hub. If correct and still not received, make an enquiry.

Statements and enquiries

Statements

Do not send automatic statements as they will not be reviewed.

We only review statements by exception and on request. If you have several unpaid invoices and don’t want to raise separate enquiries for each, you can make an enquiry requesting a statement to be reviewed. Be sure to explain why, and we’ll contact you if we need more details.

Enquiries

For instant support select the ‘Need help? Chat now’ bubble at the bottom right of this page to chat with our team during office hours.

If you are a registered supplier log into your Self-Service account to make an enquiry.

If you have not yet registered, you can still make an enquiry.

Include the following information to help us respond faster:

• invoice number
• purchase order number
• how the invoice was submitted (e.g. email or post)
• when and where it was sent
• provide best contact information, such as time and days to contact you to resolve the issue