The Payments Office are embarking on the E-Invoicing Project with a view of this launching in the forthcoming months.
In preparation for this, please can you ensure your Suppliers are adhering to the following formatting of their invoices:
- Addressed to the University of Kent.
- Sent as a PDF or Word Document.
- Contains a valid 6 digit Purchase Order Number. The Supplier must quote this when sending their invoice in order to be compliant with the No PO No Pay Policy. Please note that this should not be added at our end.
- Include their Full Details e.g. Address, Contact Details and where applicable a VAT Number and/or Company Registration Number.
- Provide an Invoice Date.
- Unique Invoice Number.
- A clear description of the goods and/or services provided.
- Accurate quantities, prices and amount due.
- A breakdown of the goods and/or service clearly showing the net price, the VAT rate, the VAT amount, and the total amount for each line on the invoice.
Please note that once the new system is in place if these details are not available, the system will return non-compliant invoices to the Supplier to make the appropriate alterations prior to being processed for payment.
More details of the E-Invoicing Project will be communicated in due course.