Invoices and Purchase Orders

No Purchase Order, No Payment policy

The Trust operates a strict “No purchase order, no pay policy.

• Services, works or goods provided without a PO being received before hand will be in breach of policy.
• All invoices received into the Trust without a valid purchase order number will be rejected and returned to the supplier as not compliant with Trust policy. No payment of invoice will be the result.
• Our purchase order system generates orders numbers in the format ‘RPCN4000nnnnn’ for example RPCN400041234.

What to include on invoicing as a minimum:

• Company name and address – this must match the PO details
• Invoice number
• Invoice date
• Valid Purchase order number
• Full description of goods and services supplied – items provided per line
• Invoice totals: net VAT, gross and any applied discounts

Where no VAT is supplied for the goods or services/works, this must be clearly shown.

Terms and Conditions

Our terms and conditions apply to anything ordered by the Trust unless it has expressly agreed otherwise in writing, or the order is for something covered by an existing written contract.

NHS England » NHS terms and conditions for the procurement of goods and non-clinical services

Page updated: 25 July 2025