Good Invoicing Practice
Account NI processes over 20,000 invoices per month. We are keen to work closely with suppliers to the departments in order to provide the best service possible and facilitate prompt payment of invoices.
Unfortunately a number of these occassionally have to be rejected as they are not valid. To help Account NI process invoices quickly, ensure your invoices are sent to the correct address (see under "Where to send your invoices") and follow the good invoicing practice below:
1.Criteria for Valid Invoices
Valid invoices are those which are legible, from which a clear scanned image can be produced, and which clearly show the following information:
(a) the department being billed (one of the following must be included irrespective of the agency, section or location being billed):
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"DARD" or "Department of Agriculture and Rural Development"
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"DCAL" or "Department of Culture, Arts and Leisure"
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"DE" or "Department of Education"
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"DEL" or "Department for Employment and Learning"
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"DETI" or "Department of Enterprise, Trade and Investment"
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"DFP" or "Department of Finance and Personnel"
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"DHSSPS" or "Department of Health, Social Services and Public Safety"
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"DOE" or "Department of the Environment"
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"DRD" or "Department for Regional Development" (NB. includes Roads Service)
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"DSD" or "Department for Social Development"
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"OFMdFM" or "Office of the First Minister and deputy First Minister"
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(b) where related to a purchase order (PO), the wording "Purchase Order" or "PO" followed by the 10 digit PO number, or where not related to a PO, the contact name in the Department (i.e. the person requesting the goods)
(c) the invoice number, or where a utility bill, the account number
(d) payment terms
(e) invoice date / tax point
(f) supplier name, address, postcode and VAT registration number
(g) remittance name and address where this is different to (f) above
(h) goods / service details which match the PO details, including quantity billed, item description, unit of measure, unit price and total value
(i) the agreed charge, including any discounts, handling and freight charges and a breakdown clearly showing each VAT amount and the applicable VAT rate (and where not complete, a breakdown of the relevant work or services as they relate to this charge or an explanation of a difference in expected charge)
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