Supplies Website

Invoicing

Information and advice for suppliers

What happens to my invoice when it reaches the Trust? When will I be paid?

To ensure an efficient service, the Trust has invoice guidelines that we ask that you follow when preparing your invoice for submission. Please see the section on good invoicing practice below.

Paper Invoices

When received by the Trust, invoices are scanned electronically using Version One's DBArchive software and entered into the Trust Oracle Financials 11i system.

They are then processed by the Accounts Payable team, where a purchase order number is quoted and this matches the receipt and invoice the invoice is automatically matched and paid. If the invoice fails the three-way match, Accounts Payable will contact the purchaser from the Trust who raised the requisition and ask them to electronically authorise payment of the invoice. Only when this authorisation is received by Account Payables can payment be made to the supplier.

If the invoice does not quote a valid Purchase Order then the invoice will be subject to delay. Account Payables will contact the purchaser from the Trust and ask them to electronically authorise payment of the invoice. Only when this authorisation is received by Account Payables can payment be made to the supplier.

e-Invoicing

The Trust is committed to e-commerce and the automatic payment of invoices through:

Global Healthcare Excahnge (GHX)

@UK

BeSpoke Systems

For more information on e-invoicing, please e-mail Robert Angel at: robert.angel@leedsth.nhs.uk

Good invoicing practice

Account Payables aims to provide a first class service to its clients within the Trust and suppliers to the Trust. To achieve this, there are specific guidelines for invoices – failure to follow these guidelines could result in a delay in processing an invoice.

Invoices must:

Quote the clear and full payables address of the Trust. (See section titled ‘Where to send invoices' for the full address)

Provide clear details of the organisation submitting the invoice and the address to which the remittance should be sent.

Provide clear details of the goods/services provided.

Quote the LTH Purchase Order (PO) number - all requests for goods and services must be accompanied by a PO. Only in exceptional circumstances (e.g. out-of-hours emergencies) should you accept an order without a PO. The PO number quoted should be in the range of PO numbers for the invoice address.

In the rare circumstance that you do not have a PO, supply a contact name, telephone number and department within the Trust of the person who requested the goods/services. An e-mail address will speed up the process.

Be legible.

Have a valid invoice date (tax point date)

Clearly state the payee.

Have the correct VAT calculations (handwritten invoices in particular).

Add up (handwritten invoices in particular)

Have the relevant supporting information attached, for example timesheets

Invoices that do not comply with the above will be returned to you for correction/clarification.

Where to send invoices

The LTH NHS Trust ,

Payments Section,

PO Box 425, Joseph's Well,

Hanover Walk,

Leeds

LS3 1RH