Troubleshooting
What will happen if I supply WSCC without a valid purchase
order?
Please do not despatch goods or proceed with any work for us
without a valid purchase order number. Please ask your WSCC contact
to obtain a purchase order number for you. Payment of invoices
without a valid purchase order number will either not be made or be
significantly delayed. See our
OWTB
overview and
purchase order pages
for more information.
I have a WSCC purchase order number – can I use this number on
all the invoices I send to you?
You can only use a purchase order number on an invoice that
corresponds to the goods or services you provided to fulfil the
order. If you have multiple purchase orders, you will need to
ensure you invoice against each of these separately. The invoice
must display the corresponding purchase order number for the goods
or services ordered. If you are being asked to supply goods or
services that do not match the specification on the purchase order,
please do not supply us. Ask your WSCC contact for an additional
purchase order for the goods and/or services they are
requesting.
Back to top
I have been asked to send my invoice directly to my WSCC
contact – what should I do?
All original invoices must be sent to the Accounts and Purchasing Team. If you send your
invoice to the person you supplied this will lead to delay in
payments. If your WSCC contact requests a copy invoice, please send
a copy directly to the WSCC contact marked ‘COPY’. However, this
must be in addition to sending the original to the Accounts and
Purchasing Team.
Back to top
Why do I need to send invoices centrally?
The Accounts and Purchasing Team are the only team that can
process your invoice for payment. By sending invoices directly to
them you are ensuring you can be paid within your agreed payment
terms.
As a supplier why do I need to provide an email address?
As part of our drive to improve efficiency, we require all
suppliers to provide us with an email address. Some of the benefits
for the supplier are listed below:
- low cost
- quick communication
- reduced invoice processing times
- working sustainably.
I have received a purchase order without a value on it – what
does this mean?
If we ask you to supply goods or services over a fixed period of
time, (where there will be multiple deliveries at a variable cost),
we will not provide the value of the order. We call this a ‘Limit
Order’. However, this order will have an end date which tells you
when you will need a new Purchase Order. Each time you invoice for
goods/services delivered against this order you will need to quote
the purchase order number on the invoice. To ensure payments are
processed promptly, we need you to supply a statement/schedule of
works to the WSCC contact who requested the goods and/or services
to be delivered on a regular basis. This statement/schedule of
works must identify the goods and/or services delivered, date and
any further information available to allow goods and/or services to
be paid. Please note, if you have multiple purchase orders from
WSCC, it is extremely important you quote the correct purchase
order number on the corresponding invoices. Failure to do so may
result in delayed payment.
Back to top
I have received payment but I do not know what it was for – who
do I contact?
As every WSCC payment is accompanied by a remittance number
beginning with ‘9’, you will know the payment has been made by us.
In such cases, please contact our Accounts
and Purchasing helpdesk quoting the ‘9’ number. They will be
able to tell you the invoice number the payment relates to. If the
remittance number does not begin with a ‘9’, the payment will not
have been made from WSCC.
I am not receiving remittance advices – who should I
contact?
Please contact our Accounts and
Purchasing Helpdesk who will be able to tell you the email or
postal address we have on our supplier database. If this is
incorrect, the Accounts and Purchasing Helpdesk will advise you how
to change your supplier details. Please note we can only send
remittance advices to the address shown on your supplier
record.
I have received a purchase order and have a query regarding the
specification – who should I contact?
If you have a query regarding the goods or service we have
requested you to supply, please contact the named WSCC contact on
the purchase order. If the purchase order does not contain a named
WSCC employee, please contact the Accounts
and Purchasing Helpdesk who will be able to give you this
information.
Back to top
How do I update or change my vendor details?
If you need to change your supplier details,
(for example, your bank or address details), please email full
details to the Accounts and Purchasing Team: accounts.and.purchasing@westsussex.gov.uk.
The Team will process or contact you with any queries.
Share this
page (third party services may set cookies)