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.
Submitting a paper invoice
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.
The following information must be provided on each invoice:
Addressed to the BBC, British Broadcasting Corporation or relevant BBC subsidiary. Department or programme title on its own is not sufficient
Supplier's name and address
The word invoice (or if a credit, the words credit note)
Value and currency
Description of goods and services supplied
BBC purchase order number and PO item number (if applicable)
Contact details of BBC representative
Any unique reference number or information requested by the BBC representative
If VAT is applied, the invoice should be split between the net value of goods and services, the rate and amount of VAT, and the total value of the invoice. A valid and current VAT number must also be displayed.
Please note that any invoice which does not comply will be returned to the supplier for resubmission with the correct information.
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.
Prompt Payment Code
The BBC is 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 and the goods and services received. Where these do not match, the invoice will require investigation.
Please be aware of the following when submitting an invoice:
The invoice must be compliant (see the submitting an invoice section above)
The invoice must reflect the quantity and price as per the purchase order. Any increase in price or quantity must be pre-agreed with the originator of the order before providing the additional goods or services and an amended purchase order will be provided if agreed
If the supplier's name and/or address on the invoice is different to that stated on the purchase order the change in details must be confirmed before the invoice can be processed. This can be done by sending a letter on headed paper to BBC Accounts Payable (address as per the purchase order) or by sending a pdf of the letter by email.
Method of payment
Payments are made by IBM, the BBC's provider of financial transaction processing services. Over 95% of invoices are now paid via BACS and we expect new suppliers to be paid by BACS.
Suppliers can check the status of payments online, email firstname.lastname@example.org for more information.