To note:

  • Payments cannot be processed without a BU purchase order number and non-complaint invoices will be returned unpaid
  • All BU purchase order numbers are alpha numeric starting with ‘BUP’. Prior to the new system going live our purchase order numbers were alpha numeric starting with ‘E’.

Guidance for submitting invoices/credits:

  • Invoices need to quote our purchase order number and be sent as a PDF attachment. The email address to send to is: [email protected]
  • One invoice per attachment. Any supporting documentation should be incorporated into the same PDF file as each file is treated as a new transaction 
  • Invoices can only quote one purchase order number per invoice
  • Each email attachment should be uniquely named
  • The PDF filename must not contain any invalid characters such as \ / : * ? < > | as we will be unable to import the document for processing
  • Where possible PDF images should be generated by the system rather than scanned images saved via a multi-function device 
  • It’s recommended that PDF images are a minimum resolution of 300dpi and file sizes are kept as low as possible; typically, less than 150KB
  • Documents such as JPEGs, Excel spreadsheets or Word documents do not constitute a valid invoice/credit and will not be processed
  • Invoices/credits should be electronically typed and not handwritten.

To ensure your invoice(s) is compliant and therefore processed as quickly as possible, please ensure your invoice:

  • Is clearly addressed to:

Bournemouth University
Finance Department
Studland House
12 Christchurch Road
Bournemouth
BH1 3NA

  • Contains your full company name and address
  • Has a unique invoice number which we will record on our system and quote on your remittance advice or during any other correspondence with you
  • Has a clear description of the goods and/or services provided 
  • Provides accurate quantities, prices and amount due 
  • Contains your VAT registration number if you have one
  • Provides a breakdown of the goods and/or services clearly showing the net price, the VAT rate, the VAT amount and the total amount for each line. 

Once we have received your PDF file it will be uploaded into our system for validating and processing.

Our process is fully automated. Submitting your invoice(s) electronically is much quicker than sending by post or manually inputting.  

If you are unable to email invoices, please post them to:

Bournemouth University
Finance Department
Studland House
12 Christchurch Road
Bournemouth
BH1 3NA

Queries

Please direct any invoice queries or supplier statements to our Payables Team by emailing: [email protected]