How to supply goods and services

We need the correct information from you so you can start to supply to us

Before starting work

To supply goods or services you need to have agreed with us what your company will supply and at what price. Explain all the costs you will include on the invoice such as any delivery costs. If the total cost is not included on our purchase order, our system will reject your invoice. This will cause a delay in payment.

If you have not worked with us before we will need you to register for Supplier Self Service and provide us some standard information about your business. This includes your email addresses, bank details and VAT registration if appropriate. We will send you an email about how you can provide this information securely. Make sure you provide this information promptly when requested, as without this we can’t raise a purchase order. 

You should not provide goods, works or services without receiving a purchase order first. There is a strict No Purchase Order - No Pay policy. This policy makes sure we only pay suppliers for goods or services that have been properly ordered and authorised.

If you need to carry out emergency work, you should take the details of the person requesting the work. Ask them to send the purchase order within three working days. Emergency work could be repairs to secure a building or to safeguard a person.

Do not send an invoice until you have received a purchase order number as the invoice will be returned to you. This will cause a delay in payment.

Find out how to become a supplier

Purchase order

The purchase order is the authority to supply and proceed with the service. This authority must be in place before you supply goods or services.

Purchase orders will be raised as either a quantity based or value based order.

  • Quantity based orders are used for a specific quantity of goods or for a services which can be quantified such as a number of days of service
  • Value based service orders are used for services where there may be multiple invoices up to the specified value
Example of quantity based orders

On receipt of the purchase order:

  • make a note of the purchase order number (1), it must be stated on your invoice
  • check the quantity (2) and description of the goods or services (3) you are supplying are correct
  • check that the price (4) is correct and any delivery charges have been added to the purchase order
  • make sure the delivery date (5) is achievable. The delivery date prompts goods receipting reminders in our system
  • ensure that you send any invoices to the invoice address (6) as sending your invoice to the incorrect address will delay payment
  • check the terms and conditions (7) including any links to other sources

If you have any questions raise these with the person named on the purchase order (8) at the time the purchase order is received. For example if the purchase order is incorrect as the delivery charge is not included. Some queries may require a new purchase order or an additional purchase order to be raised.

Quantity based purchase order

Example of value based orders

On receipt of the purchase order:

  • make a note of the purchase order number (1), it must be stated on your invoice
  • check the description of the services (2) you are supplying are correct. There will be a short sentence explaining that the value shown is an estimate of requirements in the description
  • check that the services you are providing will not exceed the overall price (3)
  • ensure that you send any invoices to the invoice address (4) as sending your invoice to the incorrect address will delay payment
  • check the terms and conditions (5) including any links to other sources

If you have any questions raise these with the person named on the purchase order (6) at the time the purchase order is received. For example if the purchase order does not cover the value to be invoiced. Some queries may require a new purchase order or an additional purchase order to be raised.

Value based service order

Make sure you have a 10 digit purchase order number and quote this on the invoice. We will return the invoice to you unpaid if a purchase order number is not stated.

Your purchase order will be sent to the email address you have provided. Where an email address is not available, we will post the purchase order as per the instructions on your supplier account. Use the request change of details form if you want to add or change an email or postal address. You can view or change the details on your supplier account using Supplier Self Service.

Checking the purchase order

If any information on the purchase order is incorrect or requires amending, you should contact the person named on the purchase order.

Only supply quantities or prices as per the purchase order. Make sure that everything you will invoice for is on the purchase order. This includes any delivery charges. A new purchase order will be required if extra goods or services are to be provided. If the prices on the order are incorrect, use the contact details on the purchase order to confirm the changes in price are agreed and will not cause a delay in payment.

We use automated systems to process invoices. The purchase order number is used to match your invoice with the purchase order. If the invoice and purchase order don't match exactly, manual intervention may delay payment. In some cases, payment may not be possible until a new purchase order is provided.