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 on our tendering portal. If you are already a supplier you can 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

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.

Terms and conditions for purchase orders

The terms and conditions which apply to purchase orders are set out in the documents below.

By delivering the goods and/or services detailed in the purchase order, the supplier accepts that the purchase order terms and conditions apply. If the purchase order relates to the supply of goods or services through an existing contract or framework in place with Hampshire County Council or other public organisation, the terms and conditions of the relevant contract or framework apply and take precedence over the purchase order terms and conditions.

Hampshire County Council: purchase order terms and conditions

Hampshire Fire & Rescue Service: purchase order terms and conditions

Property related purchase orders

For purchase orders relating to all property related requirements (for example, Building works and services, construction and property related engineering) the JCT Minor Works Building Contract (inclusive of standard amendments) apply, unless the purchase order relates to requirements purchased under an existing framework agreement or contract. In these circumstances the terms and conditions of the relevant contract or framework apply and take precedence over the purchase order terms and conditions.

The JCT Minor Works Building Contract standard form contract is available to buy from JCT or from other publication retailers.

Hampshire County Council standard amendments to the JCT Minor Works Building Contract

Additional health and safety related terms and conditions apply to property related purchase orders

 

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.