How Stansted dispatch purchase orders
Stansted currently send out Purchase Orders by two main transmission methods:
- Email (as PDF attachments)
- Oracle iSupplier (iSP)
The frequency of orders being transmitted from Stansted will differ depending on the transmission method used.
Email is the default mechanism for transmitting Purchase Orders. They are automatically sent to the email address that was obtained from the supplier upon setup. This is an automated process that runs on a regular basis throughout the day. Purchase orders will be attached to emails as PDF documents enabling suppliers to print and save them.
Oracle iSupplier is the preferred method for sending Purchase Orders to suppliers. The supplier registers for iSP and has access to view Purchase Orders and send invoices into Stansted's integrated systems. Orders are received regularly to a predefined email address and invoices are sent directly, by the supplier, into Oracle.
If you are a regular supplier to Stansted then it is recommended that you utilise the Oracle iSupplier system for receiving Purchase Orders and sending invoices.
Email: Purchase Orders are transmitted at the time of approval 24 hours a day.
Oracle iSupplier: iSupplier Purchase Orders and Revision numbers are sent from Stansted to iSupplier in real time, so are available as soon as they are generated. An email will be sent to the supplier informing them of the arrival of new orders.
How to ensure your invoice is received
Invoices MUST only be submitted for goods and services that are covered by an approved Stansted Purchase Order. Invoices submitted without a Purchase Order will not be accepted. Invoice numbers must always be unique even when re-submitting a rejected invoice.
If you are set up for e-invoicing using iSupplier, then you must submit all invoices using this method. If you are not set up for e-invoicing then you can submit your invoices by email as pdf attachments. All paper invoices will be rejected.
Invoices should be emailed to:
If you want to be set up for e-invoicing please contact the Procurement to discuss the most appropriate option by emailing:
All invoices must have the following information:
- Accounts Payable, Stansted Airport Limited, PO Box 12028, Stansted, CM24 1WD
- The company name that the Purchase Order applies to eg. Stansted Airport Ltd.
- The full Purchase Order Number as shown on the Purchase Order.
- The Line Number and Item Description from the Purchase Order to which the request for payment refers.
- Quantity, Price, Value and Supplier Name should all be the same as shown on the Purchase Order
Invoices that do not contain all of the above will be returned to you with an explanation note.
View a sample invoice here (63KB PDF)
How to track the status of an invoice
Suppliers’ set up to use iSupplier will be able to view the status of their invoices on-line when logged into iSupplier.
Once an invoice has been received and accepted by Stansted it will undergo a 3-way matching process before payment will be scheduled. This is where the invoice is matched against the following three aspects of the Purchase Order:
- Order Quantity
- Receipted Quantity
- Invoiced Quantity
Invoices can only be paid once the Internal Requisitioner has receipted the goods/services. If the system cannot match the 3 criteria then the invoice will be placed on hold.
If any line of the invoice does not match the Stansted Purchase Order in terms of: order quantity, receipted quantity or price, then the whole invoice is placed on hold by the system. The Internal Requisitioner will correct the purchase order detail or resolve the discrepancy for issues relating to order quantity or receipted quantity. If after discussion with the Supplier, it is agreed that the invoice detail is incorrect then the supplier may be asked to issue a credit note.
How to deal with rejected invoices
If critical information is missing from an invoice or invoice information is incorrect then the invoice will be returned to the supplier with reason for their return stated in a letter. Invoices will be returned to a Supplier unpaid if:
- The invoice does not state the Stansted Finance Address
- The invoice does not state the company name to which is applies eg. Stansted Airport Ltd
- The invoice does not refer to a valid company PO
- The invoice does not match a valid company PO
- The currency of the invoice does not match that of the company PO
- There is no reference to the line number of the company PO
- The Supplier Name on the invoice is not the same as that on the PO
- The Order has been fully receipted and billed and the invoice is for an additional amount which has not been confirmed by a PO
- The Purchase Order number has been handwritten.
What to do if you receive a returned invoice:
Correct the error that has been stated on the returned invoice and resubmit.
Note: the same invoice number cannot be re-submitted for payment as it will be rejected again as a duplicate invoice.
Submitting a credit note
When submitting a Credit Note, please ensure that it is sent to Stansted Airport Accounts Payable with clear reference to the Original Invoice Number and company Purchase Order Number. Credit Notes will be applied immediately to enable processing of the invoice.
The credit note must clearly state Credit Note at the top of the document.
A credit note must be sent to Stansted Airport Accounts Payable using the correct transmission method:
Stansted utilises the BACS method of payment to pay invoices. Bank details are required from each supplier in order to complete supplier set-up. If you have not provided your bank details you will need to send them to the Procurement Dept. on original company letterheaded paper.
Schedule of Payments
BACS payments are made each week on a Wednesday. Funds are normally received into the Supplier account two days following the day of the payment run.
Remittance advice are sent by post email to the postal email address provided at the time of Supplier set-up.
iSupplier - getting started
In order for you to use iSupplier for self-service billing, you need to register your company by completing the registration form. You will need to use the registration ID that was sent to you by the Procurement Dept.
Once you have registered, Procurement will set up your iSupplier account. When this has been done you will be sent a confirmation e-mail which will include your username and password. This process takes 15 mins once you have received your email. Please use this time to review the training documents on this website to familiarise yourself with the iSupplier process.
Customs and Excise
Customs & Excise need to be made aware you will be trading electronically. You will need to write to your local HMCE office and advise them that you are submitting invoices electronically. This must be done during the first 30 days of electronic trading. The relevant legislation is - Regulation 13a of the HM Customs & Excise VAT Regulations 2003/3220 and Public Notice 700/63, both of which were published in December 2003.
What changes does the Supplier need to make?
You will still maintain your current back-office invoicing processes, the difference is that the Submission of the invoice to us will be electronic via iSupplier rather than through the post.
You will need to log onto iSupplier, select the appropriate purchase order and raise the invoice against it. You will also be able to access and review purchase orders and track the payment progress of submitted invoices and credit notes.
Review the iSupplier Training Guides for more information. Please can you also upload an image of your invoice through this portal and details are supplied within the pack.
iSupplier Training Guides
Click on the links below to either view the complete training guide, or the specific useful sections taken from it:
Supplier information pack
All suppliers that are new to Stansted must download and read the Supplier information pack. This ensures that Suppliers understand the way Stansted trade, which in turn helps to minimise any ordering and payment issues that may arise.
What is CIS?
CIS is a scheme administered by HM Revenue & Customs (HMRC) to ensure that tax is collected from all payments made to businesses providing construction type services. (see list below for examples of services within CIS).
Businesses operating in the construction industry are known as subcontractors and they may be companies, partnerships or self-employed individuals.
With effect from 6 April 2007, before subcontractors can be paid under the scheme their customers have to ensure that they have verified with HMRC that their supplier is registered for CIS. Large tax compliant subcontractors can be paid the gross amount shown on their invoices but smaller subcontractors or those with a poor history of paying tax will not receive full payment as an amount will be deducted as tax and paid to HMRC on their behalf by their customer.
For more information please visit the Inland Revenue website www.inlandrevenue.gov.uk.
Who has to be CIS Registered?
Any supplier who will be carrying out maintenance or construction work on a Stansted property has to be registered for CIS with HMRC before they can commence work on site.
As a company involved in major construction and maintenance work. Stansted must comply with the CIS regulations. This means that the use of subcontractors must only commence after the supplier carrying out the work has been verified as CIS registered with HMRC. If Stansted allows works to begin on site without verification of the subcontractor's CIS status it will be liable, not only for the tax, but may also be subject to significant financial penalties.
Using subcontractors / sole traders
Because of the complexity of the new tax rules and their interaction with employee tax regulations, Stansted cannot now directly employ a sole trader to carry out maintenance or construction work on any BAA property. Therefore, if a sole trader must be used then he/she will have to be employed by an agency that is itself CIS registered, such as Capita Resourcing Ltd.
Examples of types of operations which are within CIS. (This list is not exhaustive!) Foundations Actual construction, alteration and civil engineering Installation of power, pipe and telecoms lines Road construction CCTV installation Fire protection systems Fitting floor coverings (excluding carpet) Painting and decorating Repairing street furniture Repairs to windows, doors and security barriers Repair to roads and bridges including white lining Demolition of buildings, structures and tree felling Site clearance Scaffolding.
If you require further advice please contact procurement by emailing firstname.lastname@example.org