Lloyds Banking Group Guide to Receiving Orders and Getting Paid
The purpose of this short guide is to:
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Explain how Lloyds Banking Group uses Purchase Orders (POs) for goods and services.
Help you ensure payments can be made to you in a timely manner.
Purchase orders
Purchase Orders are issued to commission the supply of goods and services from suppliers. Each PO has a unique number.
A sample PO is included towards the end of this guide for reference.
The use of POs ensures that orders you receive have been pre-authorised, and provides you with improved visibility of our
business requirements, contractual terms and price. It also simplifies our approval, invoice, and payment processes by
automatically matching Invoice to PO details.
Our preferred transmission method for POs is e-POs through our Supplier Hub and submission of e-invoices through the
Ariba Network, but we may also send POs by email to a nominated supplier inbox for those suppliers who chose not to
transact through Ariba.
PO Revisions
There may be occasions when we will amend the details of a Purchase Order and send you a revised order. If this happens,
please take care that these amendments are not mistaken as new orders. Any duplicate deliveries would be at the supplier’s
cost.
Invoicing
Sample invoices are included towards the end of this guide for reference. To ensure trouble free payment your invoice must
include:
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The LBG PO number printed clearly on the invoice. These are usually 10 digits, typically “7000123456”.
If you have not received a Purchase Order number, you must print the Control Centre code that you have
obtained from the colleague that requested the goods or service from you, prefixed by ‘CC’ (for example:
CC123456).
The correct company name, e.g. Lloyds Bank plc, HBOS plc. You can identify this by the company logo on the
purchase order.
Your Company (vendor) name and address.
The word Invoice (or if a credit, the words Credit Note).
A unique invoice number.
The invoice date.
The value and currency
o To comply with HMRC guidelines, the invoice should show the VAT breakdown, i.e. the net value of goods
and services, the rate and amount of VAT, and the gross (total) value of the invoice.
The VAT Registration Number
The description of goods and/or services supplied, and (for Purchase Order invoices) the relevant PO line item
number against each line on the invoice, reflecting the quantities/unit price/Units from the Purchase Order.
Any unique reference number or information requested by your LBG business contact.
We create a scanned image of all paper invoices we receive, so it is important that the invoice is clearly typed and easy to
read and not defaced with handwritten annotations. Ideally the invoice should be on white A4 paper and clearly printed.
Highlighter pens should not be used.
Notes:
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Invoices that do not bear a PO number or a Control Centre code cannot be processed and will be returned to you.
You must ask the individual who requested the goods/service to supply this for you to put on your invoice.
TSB invoices should not be submitted mixed with Lloyds/Halifax/BoS invoices
Any change to details for your business (example –bank account change) should be submitted separately from
invoices. These should be sent on letter headed paper to the Accounts Payable address below. It will not be
possible to act on changes noted on the face of invoices, or emailed instructions.
Each invoice should only reference one Purchase Order or Control Centre. Summary invoices are not supported.
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Format for emailed invoices/credit notes
NOTE: If you send a digital invoice, do not send a paper version as well.
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Required file format is PDF.
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Invoices must be in a consistent orientation portrait/landscape so that the text is always displayed horizontally.
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Only one invoice per PDF file is allowed.
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Any supporting information to the invoice must be included within the same invoice PDF file (other document types
are not supported).
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One email can contain several PDF files, maximum 20 files per email. Email cannot be larger than 9MB
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Invoice files compressed in zip format are not supported
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PDFs must not be password protected.
If you are submitting invoices by email, then all the actionable information needs to be within the PDF file
attachment, as only the PDF is processed.. No action will be taken on messages in the email body or subject line.
To avoid delays in payment
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Ensure that all the information listed above has been included and is correct. This may seem obvious, but common
reasons for invoice payment being delayed include:
o VAT errors
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Calculation/totalling
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Missing VAT registration number
o Address discrepancies between the PO and invoice
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Please remember to advise us of any change to your company name or address, so we can
ensure our records are updated. This needs to be submitted separately from invoices, by letter on
headed paper. It will not be possible to act on changes noted on the face of invoices.
o Missing/incorrect PO/line item/revision numbers
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If you are providing a continuing service and have more than one PO number relating to specific
dates of supply, please ensure that the PO number quoted on the invoice relates to the correct
time period
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If your invoice refers to more than one PO, please state clearly what amount is payable against
each PO / line item number
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Invoices, and any supporting information, should be sent to the Accounts Payable address (not the contact name on
the PO, or other business contact).
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You may also need to send supporting information to your LBG business contact (if this has been agreed with them).
Your business contact may need this to approve the invoice for payment.
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If you need to send us a copy invoice, it must be a “True and Certified” copy
o by having the word ‘copy’ actually printed in the body of the invoice;
o or by you, the supplier, having written the following statement on it, “I certify that this is a true and certified
copy of the original invoice” and signed it.
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Suppliers that are live on our e-invoicing service should not be submitting paper/PDF invoice
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Duplicate invoices will delay processing of invoices already submit
Payment
Lloyds Banking Group’s standard payment method to suppliers is BACS.
If you have a query regarding an outstanding payment please contact Accounts Payable:
Telephone
0845 9013128
If you have already submitted invoice(s) to the total value of the PO you received, i.e. the PO has already been fully invoiced,
Accounts Payable will not be able to process any further invoices for that PO. Please do not continue to submit invoices; refer
first to your business contact.
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Example Purchase Order
(NB There are variations which may apply)
Address we hold in your vendor
record. Your address on your
invoice should match this.
Purchase Order number.
10 characters only.
You must quote this on your
invoice else your payment
could be delayed. (/101 is not
part of the PO number)
LLOYDS BANKING GROUP
ACCOUNTS PAYABLE
BX1 1LT
EMAIL : APInvoiceReceipt@lloydsbanking.com
Your business contact for
queries on the purchase order.
Please print “Partner Code RRPB” against this line on invoices
All values quoted exclusive of
VAT.
Line item number. Where there is more than one line item, you should
state on your invoice which line/s you are invoicing for.
Text may include “Please print “Partner Code RRPB” against this line
on invoices”
on invoices on invoicesch this charge
Total value of purchase order,
excluding VAT.
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Sample Lloyds Banking Group Compliant Invoice
Must have correct vendor name
and address.
Must be unique to supplier
Internal Catalogue Vendor
Addressed to Lloyds
Banking Group or
subsidiary
Invoice date should not be
in the future, or backdated
more than 5 days
Dummy Street, Dummy, BS1 1BS
Tel: 01223 666555
INVOICE
Lloyds Banking Group
Accounts Payable
BX1 1LT
Invoice No:
Invoice Date:
Our Ref:
Your Ref:
PO No:
Description
ABC12345
DD/MM/YYYY
LTSBINV0023
ATM2009
7000016396
Purchase Order No clearly
visible.
£
Line 1 – ATM Machines
Partner Code RRPB
10 @ £150.00
Line 2 – Delivery charge
1 @ £25.00
£25.00
Line 3 – Installation
10 @ £18.00
£180.00
£1,500.00
In the event of queries, please contact
A.N. Other, ext 12345
Net Total
£1,705.00
VAT @ 15.00%
£255.75
Invoice Total
£1,960.75
VAT REG No: GB 123 4567 89
Internal Catalogue Vendor (an ABC Inc. company)
Company Registered in England & Wales No: 12345678
Registered Office: 1 The Street, London W1A 2DD
If you have not received a
Purchase Order number,
you must print the Control
Centre code which has
been provided by the
requester prefixed by
“CC”, for example,
“CC123456”
Breakdown aligns to breakdown
on PO and includes line item
numbers. If more than one PO,
each line should give the PO to
which it relates
VAT: Rate (s) must be clearly
stated. VAT Registration must
be provided.
All paper invoices/credit notes* to:
All PDF invoice/credit notes* to :
LLOYDS BANKING GROUP
Accounts Payable
BX1 1LT
APInvoiceReceipt@lloydsbanking.com
* Exceptions:
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Group Property Orders – If you receive Purchase Orders starting with “1xxxx” or are directed to invoice to
OrdersPaymentsIncomingInvoices@Lloydsbanking.com, then these orders /payments will continue unaffected.
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Council – If you are a council invoicing business rates please do not amend the current invoicing address.
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E-Billing and AP Batch – For suppliers that also transact using the Lloyds Banking Group e-billing and AP Batch
processes for invoice payment, then these files should continue to be sent to the previously advised address
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LEX Autolease orders/invoicing remains unaffected and should continue as per current process
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General Insurance claims orders/invoicing remains unaffected and should continue as per current process
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