Prompt Payment Code
Question & Answers
One North East is helping the regional effort to save millions of pounds and prevent businesses failing due to late invoice payment. The agency aims to achieve this by reducing invoice payment times to 10 working days.
All goods and services invoices received are paid as soon as they have been authorised and this policy is being applied to all suppliers.
Q. Will this apply to my organisation?
A. Yes, we are urging all suppliers to sign up to the terms and conditions of the Prompt Payment Code, which aims to speed up the payment process for all goods and services suppliers.
Q. Even if we are not an SME?
A. Larger organisations will still benefit from faster payment terms. However, if you have subcontractors we will be asking you to pass on those faster payment terms to help smaller organisations further down the supply chain.
Q. Will the terms and conditions of my contract have to change?
Q. When do I start counting the 10 days?
A. We will count from the day we receive the invoice at our designated address (see below).
Q. What constitutes a valid invoice?
A. You will need to quote a valid Purchase Order Number or your invoice will be returned. Your contact within One North East should be able to supply this if you do not already have one. Our Invoice guidance for suppliers (below) includes other information which should help you submit a valid invoice.
Q. Where should I send my invoices?
A. You should send all One North East invoices to:
One North East
Newcastle upon Tyne
Q. Who do I contact if I have a query about an invoice?
A. You should get in touch with your primary contact within One North East, usually the person who manages your contract for the agency.
Q. Who do I contact if I need to speak to someone on Accounts Payable?
A. You should call 0191 2296645, or email firstname.lastname@example.org
Q. How will I know when a payment has been made?
A. You will receive a remittance advice, by email if you have notified us of an appropriate address, or by post. Payment runs are made three times a week, Monday, Wednesday and Friday. Remittance advice will be sent out on the day we make the payment. Unless you have arranged otherwise, all payments are made by BACs and will take two days to arrive in your account.
Invoice Guidance for Suppliers
Suppliers who have provided goods or services to One North East must follow the guidance below when submitting an invoice.
Suppliers’ invoices must include the following information:
• Date of invoice
• Supplier name address and VAT registration number
• Supplier bank details
• The valid purchase order number provided by One North East (if a valid purchase order is not provided the invoice may be returned unpaid)
• The agreed charge (and where not complete a breakdown of the relevant work or services as they relate to this charge or an explanation of a difference in expected charge); and
• Confirmation that the services detailed have been fully performed
All invoices should be sent to the following address:
One North East
Newcastle upon Tyne
If the above guidance is followed One North East will regard the invoice as being correctly rendered.
Upon receipt of a correctly rendered invoice One North East will aim to pay valid invoices as soon as possible with a target of 10 days from date of receipt and within 30 days at the latest in line with our standard terms and conditions.
Suppliers should note that the date of invoice receipt is defined as the date of receipt at the above address.
If an invoice is disputed you will be informed, in such cases the payment target will be frozen whilst the dispute is resolved.