This Guide has been created to help suppliers understand of Queen’s University’s requirements across the Procure to Pay Process.

Master Data Management

Supplier information is collected at the time an entity is set up as a supplier in Queen’s University systems.  If any changes are required to name, address, contact details or banking information please email new.suppliers@qub.ac.uk.  A member of the team will be in touch by telephone to verify the information.

Verification is required on all banking information, by telephone, before the first payment is made and will be reverified for any large payments.

Purchase Orders

Queen’s University operate a “no PO no Pay” policy.  Please do not issue an invoice to Queen’s University without this information.  Purchase orders are eight digits long and begin 58, for example 58001122.

If you have not been provided with a purchase order, please contact the member of staff who placed the order to obtain this mandatory information.

Details to include on an invoice

The following information must be contained on your invoice to be accepted for processing:

1. Supplier name, address and VAT number (if applicable)
2. Unique invoice number
3. Invoice date or Tax point, if different
4. The correct “bill to” address for example:

5. Delivery note reference (if applicable)
6. Valid and Correct Purchase Order number
7. For each line invoiced – Quantity, description, unit price, VAT rate (if applicable)
8. Currency
9. Net total, VAT total, Gross total
10. If billing with VAT in a currency other than GBP, the GBP VAT equivalent should be shown.
11. Credit notes must contain the original invoice number and Purchase Order number

Invoices which do not include this essential information will be rejected back to you and only registered for payment once received.

Emailing invoices

Each invoice and any backup document should be in one PDF and be sent to p2pinvoices@qub.ac.uk, no other address should be put in cc.  Only one Purchase Order number should be quoted on any invoice.  PDFs and emails should be non-encrypted and free from password protection.

Note: this email address is for the receipt of invoices or credit notes only, no other email or documents will be accepted.

Payment timeframes

Invoices are paid once approved by the appropriate business area and in line with Queen’s University standard payment terms of 30 days from the date of the invoice.  BACS payments are made on Fridays and wire transfers throughout the week (subject to public and bank holidays).

Contacts

For information on the status of your invoices, to send statements or any other payment query please contact Accounts Payable at the contact details below:

Email: accounts.payable@qub.ac.uk