Information for existing suppliers
The information on this page covers invoicing information and the supplier setup process
Accounts Payable and invoicing information
- BSU operate a No Purchase Order number, No Pay policy. Invoices relating to goods and services must quote a valid BSU Purchase Order Number.
Please make sure you receive instruction through an official BSU Purchase Order. We advise that you don't proceed without an official BSU Purchase Order, making sure you make contact with the University department who engaged with you to obtain a Purchase Order.
- Unless an exception has been agreed by Procurement, all invoices should be sent via email as a PDF attachment to accountspayable@bathspa.ac.uk. Any hard copy invoices received may be subject to delays in processing.
- University payment terms are 30 days from receipt of a valid accurate invoice (after acceptance of the goods or services). The invoice must clearly show a valid Purchase Order number, along with any quotation or contract references. It must also show VAT separately and include the Supplier’s VAT registration number and payment details. The University prefers to pay its suppliers via BACS.
- Invoices may also be subject to delay in processing for other valid reasons including but not limited to dispute over quantity, quality, dates or pricing.
- Invoices should meet the regularity requirements related to invoicing which can be found on the following government page.
The supplier setup process
Once Procurement authorise a supplier, the department or school wishing to purchase goods or services must complete a new supplier request form. The requester will require information to be provided by the new supplier - typically in the form of a letterheaded document and a piece of bank documentation.
This means the University may need to check personal information against public sources like Companies House. Suppliers will not be assigned a supplier number on the University's system at their request.
Once a supplier account has been approved and created, the department will raise a purchase order for the University's requirements.
Under HMRC rules, where we engage with an individual for the provision of services we may need to complete a ‘Check employment status for tax’ (CEST) assessment.