Getting paid on time

Follow these steps to help us to pay you promptly

What to include on your invoice

For prompt payment of your invoice, check the information on your invoice is correct against the purchase order. A valid invoice must include the following information:

  • the correct 10 digit purchase order number
  • the invoice address as per the purchase order
  • the word Invoice or Credit note clearly stated, along with the unique invoice or credit reference
  • correct value and quantity to match the purchase order
  • your VAT number (if VAT registered)
  • the values of the individual lines and total amount of the invoice
  • the net and gross amount, VAT rate, and VAT amount (if VAT registered)
  • the invoice date

Do not send an invoice without a purchase order number. We will return all invoices not stating a valid and correct purchase order number.

Due to their unique payment approval process, ensure you quote only one value based service order per invoice. See How to supply goods and services for more information on value based orders.

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.

To enable the software to read your invoice, make sure the information is readable and complete.

You must only submit invoices by email as PDF documents. Each document submitted must contain only one invoice.

Invoices should be submitted to the address stated on the purchase order. It must quote the correct 10 digit purchase order number. Sending the invoice to the correct address is essential for payment being made on time.

You can upload invoices directly to the HCC Processing Centre using Supplier Self Service.

Schools in Hampshire

Some Hampshire schools use the HCC Processing Centre for their invoices rather than processing them in the school.

Hampshire schools processing their own invoices (known as Model 1 schools). You can check the school’s address to make sure it is the correct school.

Hampshire schools using the Processing Centre to process their invoices (known as Model 2 schools).

This means you must send invoices and queries to the invoice address shown on the relevant purchase order.

Payment terms

Standard payment terms are 30 days from receipt of a valid invoice and will only be varied by written agreement. You can view the status of your invoice using Supplier Self Service.

Payment will be made into your bank account. To inform us of changes to your bank details, complete the request change of details form. You can amend your bank details through Supplier Self Service.

Delays in payment

Delays in payments are usually due to:

  • differences between the purchase order and the invoice
  • the invoice being sent to the incorrect address
  • the invoice stating the wrong or incorrect purchase order number
  • 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 commitment remaining on the invoice. You will need to contact the buyer to raise a new purchase order
  • no breakdown of the net and gross amount and VAT total
  • the invoice being of poor quality and is not readable

We will return invalid invoices to the remittance email address on your supplier account. It is important supplier details are up to date. You will need to amend the invoice as necessary and then resubmit it for payment.

Remittance advice

Your remittance advice shows the payments made and when you will receive them.

We will send you your remittance advice to confirm we have agreed payment and it is on its way. Your remittance advice will be sent to the email address you have provided. It takes 4 working days for payment to reach your bank account after you receive an emailed remittance. If we don't have an email address we will post your remittance advice, as per the instructions on your supplier account.

If you submitted an invoice, the remittance will show the invoice reference and the purchase order number that the invoice was paid against if appropriate. If you are receiving payments against different invoices, these will be itemised on the remittance. We will provide alternative information to help you identify the source of the payment if it was made without an invoice, such as a claim form.

The remittance advice will show a document number. Quote this number if you have a query about the remittance. This will help us identify the correct document.

Use the request change of details form if you want to add or change an email or postal address for remittances. You can change your remittance advice email yourself via Supplier Self Service.

Example of remittance advice

Remittance advice example

If you don't receive your remittance advice, raise an online enquiry.

If you are not receiving remittance regularly, complete the request change of details form to make sure we have your correct details.

Statements

Do not send automatic statements as we will not review them.

Statements will only be reviewed by exception on request. If you have multiple invoices outstanding and you don't wish to raise individual enquiries for these, raise an online enquiry requesting a statement is reviewed. State the reason and we will contact you for further information as necessary.

Use the request change of details form if any contact details we hold for you are incorrect. You can change your contact details yourself using Supplier Self Service.

Enquiries

Raise an online enquiry for any queries about an invoice that has been submitted to HCC Processing Centre. If you use Supplier Self Service sign in to your account and raise an online enquiry.

You will need to provide the following information:

  • invoice number
  • purchase order number
  • how you submitted the invoice such as by email or post
  • when and where you sent this to

This will help us to track your enquiry quicker.