How do I request a change of supplier bank details?

To request a change to a supplier’s sort code, account number or account name, the supplier must complete and sign the BPN Change of Bank Details Form and return it as a PDF. Bank details cannot be changed from email instructions alone because the form is required for verification and fraud prevention.

What to check before requesting a bank detail change

Before the request can proceed, make sure the requester has:

• Confirmed that they are authorised to request banking changes for the supplier.
• Confirmed that the request is genuine and was not prompted by an unexpected email.
• Submitted the request from an official contact assigned in Dimensions.
• Explained why the banking details are changing, such as moving to a new bank or consolidating accounts. This supports the fraud checks.

If any of this information is missing, clarification must be requested before the bank detail change can proceed.

How to complete the Change of Bank Details Form

Use the BPN Change of Bank Details Form. 

The supplier must fully complete the form with both the old and new bank details.

Old bank details

• Organisation name.
• Bank or building society name.
• Sort code.
• Account number.
• Account name.

New bank details

• Organisation name.
• Bank or building society name.
• Sort code.
• Account number.
• Account name.

Contact and verification details

• Signature of the authorised person.
• Contact telephone number.
• Email address.
• Full address.

How to submit the completed form

The completed and signed BPN Change of Bank Details Form must be returned as a PDF. 

For security and fraud-prevention purposes, we must verify all bank detail amendments. Please provide the completed ‘Change of Bank Details Form’ in PDF format and ensure it is signed by an authorised representative.

What happens after the form is submitted

Timescales may vary depending on the Zendesk ticket service-level agreement. After a complete form has been received in PDF format:

• Verification checks usually take two to three working days.
• The bank details are updated in the system within five working days of successful verification.
• The supplier is notified on the same day that the update is completed.

If information is missing, unclear or inconsistent, the Zendesk ticket is placed on hold until corrected documents are provided.

How the request is checked for fraud

Each supplier bank detail change must undergo anti-fraud verification. The person processing the request will:

• Cross-check the requester’s email domain against the supplier’s registered domain.
• Check that the signature and contact details appear legitimate.
• If there is any doubt, call the supplier using a contact number held in Dimensions rather than a number supplied in the email.

When the request must be escalated

The request must be escalated to Finance Purchase Ledger at purchaseledger@bestpracticenet.co.uk if:

• The requester cannot complete the form.
• The form is incomplete or unsigned.
• The information on the form does not match the original details held on file.
• There is suspected fraud or unusual activity, such as bank details suddenly changing during active payments.
• The requester uses an unexpected personal email address.
• The name on the bank account does not match the supplier name.
• The supplier disputes the details held on file.

How bank details and personal information must be handled

To comply with General Data Protection Regulation (GDPR) requirements and protect personal information:

• Do not request full bank statements. Request only the information required to verify account ownership.
• Store any bank details received securely and allow access only to authorised finance staff.
• Never send bank details back to the supplier in an email for confirmation. The supplier must confirm the details independently.