Invoices and invoice submission

Purchase orders

It is essential that official order numbers are quoted on all correspondence.

In accordance with our procedures, all goods, services or works (except for exceptional items such as utility, inter-NHS or small value items purchased via petty cash or purchase cards), must be completed on an official purchase order.

It is essential that suppliers receive formal purchase orders from us for the supply of all goods/ services and suppliers do not accept verbal orders from any staff member. In very exceptional circumstances, in cases of emergency or urgent necessity, a verbal order may be accepted, but in these instances, official orders will follow within three working days, clearly marked "confirmation order". If the order is not received by the supplier, the supplier must contact the commissioning officer to avoid delays in payment.

The preferred method is to send the purchase order via email and the procurement team will regularly contact suppliers for email addresses, preferably generic, to ensure that orders are processed promptly and not left in someone's account who may be on annual leave etc.

On receipt of the official order, the supplier is advised to check the order details, for any price or delivery charge discrepancies and notify the procurement team, within three days of receipt of the order. Failure to do this will result in additional queries on receipt of the invoice and delayed payment, whilst authorisation of the variation is sought internally from the commissioning officer.

On receipt of the order by the supplier, any queries regarding price or delivery charges should be addressed to:

Procurement Team
Beech House,
Witham Park
Waterside South
Lincoln,
LN5 7JH

Email: Purchaseorders2@ulh.nhs.uk

Telephone: 01522 421539

Any query regarding the delivery date etc, should be communicated directly with the person who commissioned the service.

Goods/services receipting

All delivery notes that accompany the goods/service must quote the official order numbers.
The LPFT officer receiving the goods/service will check the details of the delivery against the purchase order. They will sign the delivery note and enter the details of receipt onto the purchase ledger system.

Any price, quality or quantity discrepancy of the goods/service received, compared to the order or invoice, will result in a delay in payment.

Invoices and invoice submission

All invoices must clearly state payee name, address, invoice number, invoice date, quantity, description, company registration number, gross amount, net amount payable, discount and VAT if applicable.

Any changes to bank details must be notified on signed letter headed paper. All invoices submitted to us for payment must clearly quote the current official order number, failure to do so will result in the invoice being returned to the supplier for re-submission when an official order has been obtained. Where the supplier's email account is known, the notification will be sent via this route and reminders will continue until the invoice is submitted correctly.

The accounts payable team will check the invoice for arithmetic accuracy and match the invoice to the order and receipt details. Any discrepancy on the match will result in a delay in payment, eg no order number, incorrect quantity/price, no receipt details. Internal systems will facilitate the action taken, but until there is a satisfactory match payment cannot be made.

All invoices and requests for payment can be sent in hard copy format or our preferred method electronic to: lpft.accountspayable@nhs.net

Lincolnshire Partnership NHSFoundation Trust

Accounts Payable (LPFT)
Lincolnshire County Hospital, Greetwell Road
Lincoln LN2 5QY

Any queries can be sent to the email or address shown above, or contact a member of the accounts payable team on 01522 573 026.

Payment

Payments will be made by the Bank Automated Credit System (BACS) and it is, therefore, preferable for the supplier bank details to be included on the invoice, or alternatively sent to the address above under separate cover, but completed on letter headed paper and signed as correct Addby an authorised officer.