New Invoicing Procedures for Suppliers to the university of Exeter
Please note Requests for goods or services made without a valid
purchase order are not authorised by the University of Exeter,
regardless of the source of the request, and may result in invoices not
being processed for payment.
1.1
Invoice delivery methods and formats
Invoices should be addressed to the University of Exeter and not to a named individual with the
Organisation. Copy invoices should be sent only if requested by the Accounts Payable Department.
From 1st May 2013, our preferred method of receipt will be via email, to invoices@exeter.ac.uk, but only
for invoices in PDF, MS Word or TIFF formats. Otherwise, from this date, invoices should be sent by post
to the following address:
Box 1
Finance
Northcote House
University of Exeter
Exeter
EX4 4QJ
1.2
Mandatory Information
The following information requirements are MANDATORY and must be quoted in order that your invoice
or credit note can be processed for payment. If they do not contain all the required information they will
be returned with a letter explaining why they cannot be processed.
a) Supplier name and address, which must include the supplier’s full postcode
b) Invoicing address (which must be the University of Exeter address provided in 1.1 above)
c) Delivery address
d) Purchase order number (only one purchase order number per invoice)
( University of Exeter purchase order numbers consist of 3 letters followed by up to 10 numbers,
e.g. ABC\1234)
e) Invoice number and date
f) Telephone number and/or email address for supplier queries
g) A full description of the goods/services supplied
h) The quantity delivered
i) Prices and discounts that match the values on the quoted purchase order
j) Bank account details for payment
k) VAT registration number, if VAT registered (including 2-letter country prefix)
l) VAT allocation and rates, if VAT registered
m) Credit notes should, in addition, quote the related Invoice number(s)
1.3
Nil Value Invoices
Please avoid sending in invoices and credit notes with a zero value if possible.
1.4
Correspondence & Account Statements
The preferred method of receipt for all other supplier correspondence and statements is via email to:
payments@exeter.ac.uk
1.5
Organisations affected
Please note that these changes only apply to invoices that are the responsibility of the University of
Exeter itself, not any related organisations. The following organisations are not affected:
University of Exeter Guild of Students
INTO University of Exeter
Exeter Enterprises Ltd
Any other organisation based on any of the University Campuses – Streatham Farm & St. Lukes in
Exeter & Tremough Campus, Penryn.