If you're a supplier, this is what you should expect to receive when you place an order:
When you order goods or services, we create a purchase order with a unique number. The purchase order will be issued via agreed channels (EDI, email, post or fax). As the supplier, you should have a valid purchase order (or as a minimum, the purchase order number), before providing the goods or services.
Invoice and payment options are available as well as support if there's a delay in your payment.
We aim to pay all our suppliers quickly and efficiently for the goods and services they provide, so we offer three routes for invoices:
Our encouragement to use electronic invoicing means that thousands of our suppliers now send us their invoices this way each month. EDI has proved to be better for suppliers, and us, because it:
We now offer a comprehensive electronic invoicing platform for all suppliers.
We can accept invoices by email but they must be in PDF format. Each invoice must be a separate PDF and with a unique file reference. Please send emails to: firstname.lastname@example.org.
To avoid a delay in payment, it's important for your invoice to be legally compliant. The following checklist will help to avoid payment delays.
Make sure you include:
Non-compliant invoices are rejected and sent back to suppliers to be corrected and resubmitted, which could lead to a delay in payment.
If VAT is applied, the invoice should be split between the net value of goods and services, the rate and amount of VAT, and the total value of the invoice. A valid and current VAT number must also be displayed.
Find out more about what an ideal invoice layout should include:
It's our standard policy to make due payments to suppliers on the 30th day of the month following the date of the invoice. However, where clauses are agreed which vary the terms of payment, these will be honoured.
We expect our suppliers to pay any sums due to sub-contractors promptly and within a period not exceeding that set out above.
We have signed up to the Prompt Payment Code (PPC) to highlight our commitment to paying suppliers on time and in line with the agreed terms. Suppliers are notified in writing of why their invoice cannot be paid. Find out more about the Prompt Payment Code.
We reserve the right to withhold payment where the goods or services have not been provided in accordance with the contract.
If you'd like to know more about why you may not have been paid, the following document provides more information:
If your invoice has been returned and you need more information, please contact Accounts Payable: 0343 222 5100 or learn more from the following guide:
You must make sure you have received a PO so you can quote the correct number on your invoice. Discrepancies between an invoice and PO raised will result in a system-generated hold. To help avoid this, please make sure:
If an invoice has been returned, it's probably because the following is missing:
An invoice will also be returned if there is incorrect information quoted for the TfL company such as:
Invoice is damaged or illegible:
If your invoice totals do not add up correctly, this may also be a reason why your invoice has been returned.
If an invoice has been returned to you, please amend it accordingly and resubmit the invoice.
With the exception of disputes, FSC provides a single point of contact for both suppliers and customers, reducing the need for you to chase individuals and different departments.
Contact FSC for all Accounts Payable-related queries on: 0343 222 5100, or email: email@example.com. The FSC is open 09.00-17.00, Monday to Friday, except public holidays.
Any queries concerning the information on an order received should be raised with the local procurement department.