IFMS Suppliers Good Practice Guidance

Top 10 Good Practice Supplier Invoicing Tips

1. Ensure that your Invoice/Credit Note contains the following:

• A unique reference number.
• Purchase order number.
• Invoice date.
• Delivery/ship to address.
• Description of the good/services supplied; and
• Quantity, unit price and the total price of the invoice.

2. Clearly identify your document type an Invoice or Credit note:

If this is not stated your Invoice/Credit Note may be returned.

3. Ensure your company name is clearly stated on the Invoice:

This will allow your Invoice to be paid correctly.

4. Ensure your company address (including postcode) is shown on the Invoice:

Missing details may result in delayed payment or returned Invoices.

Please ensure all relevant telephone and email addresses are also provided, as this will allow us to contact you quickly if there is any reason why your invoice cannot be processed.

5. Highlight which organisation and/or service area you are billing:

This must be the organisation name and service area address.

If this information is missing from the invoice/credit note it will be returned, as Tusla will be unable to process it.

6. Quote all purchase order (PO) numbers provided. Not providing the correct PO number will delay the payment of your invoice:

Please note that quoting an incorrect or expired PO will cause delays in payment.

If there is no PO number provided, please quote the name and email address of the person requesting the goods in the Purchase Order field.

7. Delivery note numbers should be quoted on all invoices where goods are delivered:

When quoted, they can help speed up the invoice processing.

8. Ensure a clear breakdown of invoice value is provided:

• Invoices that are calculated incorrectly will be returned.
• Advise of any handling or freight charges.
• Ensure a clear VAT breakdown is provided to avoid delays.

9. Quote all relevant remittance details:

Please quote relevant bank and remittance information to allow us to process your payment correctly.

10. Include any important comments on your invoice which will speed up the processing time:

For example, credit notes require the related invoice number to be quoted to allow them to be matched to the original invoice.

Other Important Points to Note:

• Invoices should be attached to emails in PDF file format.
• One invoice per PDF file. Multiple invoices should be sent as multiple attachments.
• Maximum file size per PDF is 5MB.
• Email format must be HTML or Plain Text.
• Proofs of Delivery (PODs) or other backing documentation will only be accepted if the invoice and associated POD are in a single file: the invoice, followed by the POD.
• The mailbox [email address TBC] is dedicated exclusively for the submission of invoices and credit notes. Any other mails (statements, changes of details, queries, etc) sent to this inbox will be rejected and will not be monitored.
• Standard payment terms are 30 days from receipt of invoice.

Statements:

To facilitate the reconciliation of your account, we ask that you email your statements to vendorstatements@hse.ie. Statements should be in PDF format and should be an electronic PDF generated from your system. To facilitate timely and accurate reconciliation your statement must include:

• Company name.
• Statement date.
• Account name or number.
• Closing balance; and
• The organisation/service area to which the account refers.
• Reference number which may be your invoice number, credit note number, payment document number.
• Transaction date; and
• Transaction amount clearly indicating debit and credit values.

Find out more about the IFMS Project:

To find out more about the IFMS Project please contact the Change Network Team at ifms@tusla.ie.