Supplier's Guide: Navigating South East Security's Partnership and Privacy Policies
This guide provides information to suppliers and contractors that are providing goods and services to Accent Security Limited T/A South East Security. It details the steps they need to take to ensure they are paid for these goods and services promptly.
It is South East Security’s policy that all procurement of goods and services must be confirmed with an official order. There are only a few authorised exemptions to this policy.
Orders are issued electronically and therefore suppliers are required to provide a valid email address before orders can be raised.
The official order number must be quoted on all supplier invoices. Failure to do this will delay the processing of the invoice and subsequently the payment.
In addition, if there is no order number quoted on the invoice, we reserve the right to dispute the invoice and withhold payment.
Receipt of Invoices
Suppliers are encouraged to send invoices electronically in PDF format as attachments to: firstname.lastname@example.org
Suppliers are discouraged from posting invoices, but in a situation where this is the only option they should be sent to:
South East Security 6 Station Approach Hitchin Herts SG4 9UW
Authorisation of invoices
Invoices should be marked with a unique invoice number and include company number and/or VAT registration number as required.
The invoice should clearly set out the nature of the goods or service provided and include the official order number. Where applicable the site address should also be included. South East Security reserve the right to return invoices that do not display a current valid official order number.
The invoice should be dated (tax point) and include the date the services or goods were delivered. The value should be broken down to show the net and VAT values, when VAT is charged on the invoice.
It is expected that invoices should complete our authorisation process within 14 days and our default payment terms are 30 days, or 60 days where agreed. Shorter periods are possible where provided by contract terms or mutual agreement.
If an invoice is disputed, it is the responsibility of a member of the South East Security finance team to contact the supplier and agree a resolution.
Disputed invoices are flagged in the creditor ledger and will not be paid until the dispute is resolved.
Payment of Invoices
South East Security’s policy is to make all payments to suppliers by BACS transfer. Cheque payments will only be made in exceptional circumstances and cash payments will never be made.
Queries concerning an order, the goods of services supplied or any other dispute should be addressed to the South East Security team member who raised the order. Their contact details will be stated on their official order form.
Queries concerning the payment of an invoice should be directed to the South East Security finance team.
Telephone: 01642 422500