These additional instructions relate to a Purchase Order a supplier has recieved, relating to non repairs orders (issued outside of the housing management system).
If you have any queries relating to the Purchase Order please contact the Shopper which issued you with the Purchase Order to discuss.
Where there is a Delivery Date, included on the Purchase Order. Please ensure the Goods or Services are delivered in line with the delivery date, if you are unable to fulfil delivery by this date, please contact the Shopper without delay.
If the value of the Goods or Services required to complete the order exceed the Purchase Order value, you must gain authorisation before completing, please contact Shopper with the relevant details.
If you need an urgent response, then please contact Customer Experience Team Freephone: 029 2067 2339 who will direct you through to the right department.
Please forward invoices for processing to Purchase.Ledger@hafod.org.uk invoices must include:
- Invoice Number
- Name of requestor
- Date of Invoice
- Purchase Order number
- Delivery Date
- Line Item Description
- Line Item Quantity
- Line Item Value
- Company Name
- Company Address
- Company VAT details
- Company Bank Account details
Please note that the invoice will not be processed unless a valid Purchase Order number has been included. Unless you have prior instruction, please only submit one Invoice per Purchase Order. Payment terms are 30 days from the production of a compliant invoice.
Where Suppliers have not been able to fulfil the Purchase Order, they shall issue a Credit Note which includes:
- Credit Note Number
- Date of the Credit Note
- Purchase Order number the Credit Note refers to
- Invoice Number the Credit Note refers to
- Delivery Address the Credit Note refers to
- Name of the Shopper who placed the order (where applicable)
- Line Item Description of the item(s) being credited
- Line Item Quantity of the items(s) being credited
- Line Item Value of the item(s) being credited
Please issue the Credit Note to purchase.ledger@hafod.org.uk for it to be processed.
Hafod will issue an automated remittance advice once payment has been made, these will be sent to the email address held on file. If you have not received a remittance advice or have any queries regarding a statement, please contact purchase.ledger@hafod.org.uk.
If you require any of the details we hold for your company updating, i.e:
- Email address
- Bank details
- Registered address
Please email purchase.ledger@Hafod.org.uk providing evidence of the changes, such as company headed paper.
The Terms and Conditions which apply to and govern this Purchase Order are the Standard Terms and Conditions for Goods and Services. A copy of the terms can be found by clicking the following link:
https://www.hafod.org.uk/procurement/standard-terms-conditions-goods-services
The parties agree that all other Terms and Conditions are expressly excluded and the Supplier agrees that they have read and accepts the Purchase Order and Contract subject to these conditions.
Where this Purchase Order relates to a previously agreed and executed Contract, then the Terms of the Contract takes precedence over the Standard Terms and Conditions of Goods and Services. If you have any queries relating to the Terms and Conditions, please contact the Shopper without delay.