Ordering Goods and Services

The Metropolitan Police Service operates a “No Purchase Order, No Payment” policy. From 1st October 2011, all invoices submitted to the MPS for payment which do not reference a valid Purchase Order will be returned to the supplier.

Why is the Metropolitan Police implementing the policy of No Purchase Order, No Payment?

The policy is being implemented to increase efficiency in the procurement and payment processes across the Metropolitan Police Service.

Major's Office for Policing and Crime Contracts

Below £50K - Terms and Conditions - PO Exempt

Purchase of Goods and Services £50k to OJEU - Terms and Conditions - PO Exempt

Above OJEU- Terms and Conditions - PO Exempt

Below £50K - Terms and Conditions - PO Mandatory

Purchase of Goods and Services £50k to OJEU- Terms and Conditions - PO Mandatory

Above OJEU - Terms and Conditions - PO Mandatory

Will I get paid any quicker if I quote a PO number?

Unless otherwise specified, the Metropolitan Police standard payment terms of 30 days from receipt of a valid invoice will remain (10 days in the case of qualifying small and medium sized enterprises).

The table below provides some points for suppliers to help minimise any delays to the payment of invoices:

DO

  • Include the MPS Purchase Order Number AND line number.
  • Send invoices as soon as possible after despatch of goods or services provided
  • Submit valid VAT invoices (unless you are not registered for VAT)
  • Ensure quantity and pricing units are consistent with the Purchase Order
  • Ensure descriptions of goods/services match with the Purchase Order
  • Include the address to where goods were despatched or services provided
  • State the date on which goods were despatched or services provided
  • Retain proof of delivery in case of query
  • Ensure each credit note quotes the invoice and Purchase Order to which it refers
  • Supplier should quote the product code/part number on the invoice

DON'T

  • Accept a request for goods or services without receipt of a valid MPS Purchase Order
  • Invoice unless you have a valid Purchase Order Number
  • Accept verbal communication of Purchase Order Number as this does not guarantee that the Purchase Order is activated for use
  • Forward invoices to any address other than that stipulated as the ‘Invoice to’ on the Purchase Order:-
    10th Floor, Empress State Building
    Empress Approach
    Lillie Road
    London, SW6 1TR
  • Accumulate invoices
  • Use prices, quantities or descriptions that differ to the Purchase Order
  • Submit invoices with more than one Purchase Order
  • Submit invoices which in total are in excess of the Purchase Order value

What checks should be made for returned invoices?

Check that a valid Metropolitan Police Purchase Order number is reflected for the goods/service supplied. In addition you need to examine the returned invoice for any errors. If you believe you have a valid purchase order number and that there are no errors on the Invoice, you will need to contact the Metropolitan Police Accounts Payable Department.

What is a valid PO number sequence for the Metropolitan Police?

A valid Purchase Order number from the Metropolitan Police will have a unique 10 digit system generated number typically prefixed 42xxxxxxxx, 552xxxxxxxx or 45xxxxxxxx.

Past invoices without a PO number have been paid by the Metropolitan Police. Will this still happen?

No.

An invoice has been returned requesting a valid PO number to be provided. How can this be obtained?

You should contact the Metropolitan Police officer or member of staff who gave the original instruction to supply the goods or service and ask them to provide a Purchase Order number.

I still cannot get the Purchase Order number from the Metropolitan Police officer or member of staff that ordered the goods/ services, what should I do?

Contact the Metropolitan Police accounts payable department at APQueries@met.police.uk or on +44(0)207 161 1970 and they will advise the appropriate course of action.

Who should I contact for more information on the No Purchase Order, No Payment Policy?

If you have any further questions about the process, please email ProcurementImprovements@met.police.uk and a member of staff will get back to you within 48 hours.

Procurement Process

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