We have implemented a Strict policy of No PO, No Pay for our suppliers, all invoices are required to have a valid PO number to ensure that invoice payments are processed as efficiently as possible.
This means that suppliers should wait to receive a valid purchase order (PO) number issued by Mid and South Essex NHS Foundation Trust before providing any goods or services. The PO number must be quoted on invoices sent to Mid and South Essex NHS Foundation Trust or payment may be delayed.
What does this mean to you as suppliers?
All suppliers of goods and/or services to the Trust must ensure that they obtain an PO when an order is placed and prior to providing any works or any goods or services to the Trust. Our PO numbers have the following format:
All NON-PHARMACY purchase orders will start with one of the below pre-fixes:
CF – Charitable Funds
S – Services Orders
ST – General Stationary
STP – Printer Stationary
LC – Catalogue
LS – Stock
CA – Capital
MM - Material Management
MG – Free text Order.
If you are given or hold an order number that does not satisfy this format, your invoice will be rejected.
How you will receive the PO
POs are emailed to suppliers when raised. All PO’s are also made available to suppliers via the self service portal. If you have not already registered for a self service portal account, we encourage you to follow the self service portal link and register online.
All invoices and associated documentation will be processed through the self service portal.
What should I do if I don’t receive a PO?
You should contact the member of staff who gave the original instruction to supply the goods and request the PO number.
What happens if I receive a PO and it does not seem to be correct?
Contact the person who requested the goods or services and the Procurement helpdesk team for clarification at mse.procurementsystemqueries@nhs.net.
Will I get paid any quicker if I quote a PO number?
Our standard payment terms are 30 days from the date of invoice. However, invoices received without a valid PO number quoted will not be paid and will be returned to the supplier. This will lead to a delay in the payment process.
What is the PO number sequence I should expect to receive from MSE?
See above under the no PO no Pay section, orders will usually start with LC/LS/MM/ST/CA/CF/MG.
An invoice has been returned or rejected requesting a valid PO number to be provided. How can this be obtained?
You should contact the member of staff who gave the original instruction to supply the goods.
Are there any services that are not affected by this policy?
Utilities and agency staff booked through Healthroster/LMS. Pharmacy and catering operate their own ordering system, but a PO will be provided by these systems.
What happens if I am asked to provide goods and / or services in an emergency?
They can still be issued with a PO number.
What happens if I supply services before receiving a PO?
Any supplier providing goods or services to MSE where a PO is required without a valid purchase order in place do this at their own risk. Invoices received that do not quote a valid purchase order will be returned to the supplier requesting the purchase order to be quoted on the invoice. No payment will be made without a PO being in place.
