Overview
Use this guidance when a supplier submits an invoice that cannot be processed because it is in the wrong format or missing mandatory information.
1. Purpose (When to use this)
Use this when:
- An invoice is submitted in Word or another editable format instead of PDF
- An invoice is missing mandatory invoice fields
- VAT is applied incorrectly (for example, a non-VAT registered supplier charging VAT)
2. What “good” looks like (Minimum invoice requirements)
Invoices must be submitted in PDF format and must include:
- Supplier legal name and address
- A unique invoice number
- Invoice date
If the supplier is not VAT registered, VAT must not be applied.
Invoice templates for VAT and non-VAT registered suppliers are available (share internally or attach where your process allows).
3. Suggested response wording (copy/paste)
Good morning or afternoon,
Thank you for your email. I have reviewed the invoice you submitted and noticed that it was provided in a Word format. Please note that all invoices must be submitted in PDF format.
The invoice is also missing the following required information:
- Supplier legal name and address
- A unique invoice number
- Invoice date
Please amend the invoice and resubmit it in PDF format.
Invoice templates for VAT and non-VAT registered suppliers are available. If you are not VAT registered, please ensure VAT is not applied.
Guidance video: https://youtu.be/ZvfssZ_u-Ks
4. Compliance notes
- Invoices cannot be processed without the mandatory fields listed above.
- Do not collect bank details as part of this process.
5. Links and references
- Guidance video: https://youtu.be/ZvfssZ_u-Ks