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If an invoice has been returned, it is probably for one of the reasons outlined below.
Missing information, such as:
- Company name - no indication on the invoice of who it has been raised by. Without a supplier name we are unable to allocate the invoice to a supplier account.
- Company address - no indication of suppliers postal address. Without this we are unable to allocate the invoice to a supplier account.
- Organisation code - invoices should clearly show the name of the client being billed. Every client has a unique organisation ID and payables code assigned by the Department of Health. Please be aware that client names and client codes are subject to change, however our website is updated on a regular basis. Please click here
- Payables code - every client has a unique payables code assigned by the Department of Health. This should be quoted within the invoicing address. Please click here
- Purchase order number - 100% PO supplier for a client - client advised NHS SBS that all goods or services for this supplier should be ordered via purchase order. Therefore, a PO number should be quoted on all invoices.
PO number provided by client at point of order – must be quoted on invoice. Please click here for ‘Purchase Order Number Range’. Note – these purchase order numbers are a guide only as to the series of numbers allocated to each client organisation
- Pages of the invoice - backing documents are missing from invoice, such as timesheets or itemised billing.
- Invoice totals - the gross amount has not been clearly stated on the invoice. To help us process your invoice please quote net and VAT amount where applicable.
- Invoice date - invoice date not clearly shown on the invoice.
- Invoice number - unable to identify invoice number provided. This may be due to poor print quality, the use of multiple numbers with no clear indication of which one is the invoice number, or no invoice number provided.
Incorrect information quoted for this client, such as:
- Organisation code
- Payables code
- Purchase order number
Other incorrect information quoted:
- Invoice totals – totals must add up correctly.
Invoice is damaged or illegible
- Invoice is damaged or illegible and cannot be scanned.
Please click on the following links for further information:
If an invoice has been returned to you, please amend it accordingly and resubmit the invoice by post.
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Working with suppliers