Invoicing the University

UNIVERSITY OF DERBY - YOUR INVOICES TO US

Please be advised that with effect from 1st April 2016 the University of Derby and its associated businesses will be operating a new approach with its suppliers in how it deals with invoices received for goods and services supplied.

This change is in pursuit of both process and payment efficiency for the benefit of your company or organisation as part of our valued supplier base.

• All invoices must quote our Purchase Order Number.
• Invoices without Purchase Order will be returned to you.
• Invoices without Purchase Order will not be paid.
• Invoices must be addressed as per Purchase Order.
• Suppliers should only provide goods and services to the University when you have a Purchase Order.

University staff authorised to purchase goods and services will be made aware of the requirement to provide you with a valid Purchase Order before supply.

Electronic Invoicing Email pdfs to: invoices@derby.ac.uk  

Paper Invoicing as per the ‘Bill To’ section on the Purchase Order.

Payment Cards A Purchase Order is not required where the University is purchasing from you using a payment card.

Supplies settled in this way should indicate this on the invoice and, if possible, quote the last four digits of the card number. Queries on this Notification Email to: purchaseledger@derby.ac.uk

We thank you sincerely for your support and co-operation in effecting this change.

Invoices - what they must include

Your Invoice must include:

• a unique identification number
• your company name, address and contact information
• the company name and address of the customer you're invoicing
• a clear description of what you're charging for
• the date of the goods or service were provided (supply date)
• the date of the invoice
• the amount(s) being charged
• VAT amount if applicable
• the total amount owed

Further guidance can be found on gov.uk 

More information:

• A detailed guide to invoicing the University of Derby