When ordering goods or services we create a purchase order (PO). You should be in receipt of a valid PO, before providing goods or services (as a minimum, you should be able to quote a valid PO number). You must quote a valid PO number on all invoices.
If you have the PO number only and want to check that an order is genuine, please contact the purchase to pay team between 9am and 5.30pm, Monday to Friday.
Invoicing
E-invoicing
We use RBS as our electronic invoice partner. This is a free service we offer to our suppliers offering several connection methods. E-invoicing is a requirement of all new tenders and contracts. Find out more on the RBS website about submitting your invoices electronically:
Please contact RBS on 0800 085 1699 and select option 2 to discuss 'onboarding'
Scanned invoicing
To supplement 'pure' e-invoicing, we have implemented a process to scan paper invoices directly into our finance system provided by RBS. This system creates an electronic invoice from the scanned paper invoice. This will remove manual paper handling processes such as data entry and filing.
As this payment process is automated, it will be less flexible when dealing with invoices that fail to comply with our normal requirements - set out below.
Getting paid - help us to pay your invoice on time
All invoices must be sent to the 'invoice to' address on the purchase order (or electronically through the RBS service).
Please do not send the invoice to the person ordering from you: they will not be able to pay it.
An example of an invoice that can be quickly processed can be seen here:
• download: Example invoice (PDF)
Supplier invoices must contain the following:
• be addressed to London Borough of Camden (not an individual )
• Camden’s purchase order number
• purchase order item number (if available)
• supplier's name and address
• the word 'invoice' or if a credit, 'credit note'
• invoice number
• invoice date
• value and currency
• description of goods and/or services provided - sufficient detail for the buyer to recognise
• the name and telephone number of your Camden buyer/contact
• any further unique reference numbers or information that Camden provided
• the supplier’s VAT number (if registered)
• the net value of goods and services, the rate and amount of VAT (preferably detailed at line level), and the total value of the invoice.
We prefer invoices typed in black ink on plain white A4 paper as these are easier to scan.
Only one order can be quoted on an invoice, if you want to invoice for several orders you must invoice for each separately.
Non-compliant invoices will be returned unpaid.
Invoices with handwritten purchase order numbers will be returned, as they indicate that the correct procurement process has not been followed.
Method of payment
The Council pays all bills by BACS and new suppliers must supply their bank details.
Bank account or other supplier detail changes.
If you change your bank account or other supplier details please write to us on headed paper at the purchase to pay address.
Please note that we will not act on changes of details notified on invoices.
Payment terms
It is our policy that, unless we are contractually committed to other terms, all valid invoices will become due for payment 30 days after receipt.
As noted, where contractual clauses are agreed which vary the terms of payment, these will be honoured. Our terms of trade (see appendix 3) also include provision for late payment in accordance with the November 1998 Act of Parliament.
We reserve the right to withhold payment where the goods or services have not been provided in accordance with the contract. We expect our suppliers to pay any sums due to sub-contractors promptly and within a period not exceeding that set out above.
The Prompt Payment Code
We are an approved signatory of the Prompt Payment Code, a code of practice launched by the Department for Business Enterprise in 2008.
See the Prompt Payment Code website for details.
Contact
• contact the purchase to pay team
Please note that if you are chasing for late payment of an invoice (over 30 days) you should first contact your Camden buyer to ensure that they have receipted the goods or services.