Receiving orders and getting paid

Receiving orders

When ordering goods or services the BBC creates a purchase order with a unique number. The supplier should be in receipt of a valid purchase order, or as a minimum the PO number, before providing the goods or services. If the supplier has the PO number only and wants to confirm the authenticity of an order this can be done by calling 020 7326 9760 between 09:00-17:30 Monday to Friday. This is the only telephone number that should be used to confirm validity.

Invoicing

Compliant invoices
Invoices should be sent to the address specified on the purchase order. To avoid delay in payment it is important that the invoice is legally compliant and that it includes a valid PO number, PO item number (if applicable) and the details (name and telephone number) of your BBC contact. Non-compliant invoices will be sent back to the supplier which may lead to a delay in payment. You can view a complete list of the information required and a sample invoice here.

Paper-invoicing
A scanned image of all invoices is created so it is important that the invoice is of good quality and easy to read. We recommend that the invoice is on white A4 paper, clearly printed in black and that highlighters have not been used.

E-invoicing
In order to improve the efficiency with which we process invoices, we have adopted electronic invoice receipt via the OB10 electronic invoice delivery network, which enables linkage between our suppliers' systems and our own accounts payable system via their e-hub. Advantages include faster processing, reduced postage and printing costs and an end to lost or misplaced invoices. Over 35% of invoices are currently submitted via this system. If you are an existing supplier of the BBC you can find out more about submitting your invoices electronically here or by visiting the OB10 website.

Alternatively, suppliers can now create invoices with reference to their purchase orders and monitor their payments through our Supplier Self Service web tool. If you are an existing supplier of the BBC and you would like more information please contact us.

Payment terms

It is the BBC's policy that all sums due to its suppliers will become due for payment on the 28th day of the month following the date of the invoice. However, where clauses are agreed which vary the terms of payment, these will be honoured. Our terms of trade also include provision for late payment in accordance with the November 1998 Act of Parliament. The BBC reserves the right to withhold payment where the goods or services have not been provided in accordance with the contract. We expect our suppliers to pay any sums due to sub-contractors promptly and within a period not exceeding that set out above.

The Prompt Payment Code

The BBC has become an approved signatory of the Prompt Payment Code, a code of practice launched by the Department for Business Enterprise in 2008. See the Prompt Payment Code website for details.

Avoiding delay in payment

In order to avoid possible delays in payment it is essential that the invoice is in line with the purchase order received from the BBC. Where the two documents do not match, the invoice will require investigation. Find out more about how you can avoid payment delays.

Method of payment

Payments are made by Steria, the BBC's provider of financial transaction processing services. Over 80% of invoices are now paid via BACS and we expect new suppliers to be paid by BACS.

Payment queries

If you have a query regarding an outstanding payment please contact Steria by:

• submitting an online query form;
• email to Steria.BBCAccountsPayable@steria.co.uk; or
• by calling 020 7326 9760 (option 2) between 09:00-17:30 Monday to Friday.