Recent Updates to Purchasing Process
Enhancements to the Supplier Onboarding Process
From the 27 August automatic checks are being introduced that affect the processes for setting up new suppliers and amending suppliers in IBC self-service. These checks relate to the following pieces of information:
- Company registration number
- Charity registration number
- Bank account details
The information above will be checked against the data held at Companies House. And on 30 September an additional automatic check will be introduced to match the supplier’s VAT registration number with the information held by HM Revenue & Customs.
The reason for these changes is to improve the data we hold for suppliers, to make sure it’s correct when they’re set up or amended. As a shopper using IBC self-service, you don’t need to do anything differently, we wanted to make you aware of the changes.
Selecting the right supplier type
With these changes coming into effect, it is more important than ever to choose the correct type when setting up new suppliers. For example, ensure the ‘Individual supplier’ type is only used for individuals receiving care or grants, not sole traders or partnerships.
Invoices with more than one VAT Rate
For invoices with multiple VAT rates to be processed smoothly, you must raise purchase orders (POs) using simple shop purchasing route. Each VAT line on the invoice must have a matching, separate VAT line on the PO. Invoices with multiple VAT rates can’t be processed with POs raised through the service shop purchasing route. If this happens, you will be asked to cancel the service shop PO and create a new one with the correct VAT lines using simple shop route. If you’re unsure always check with the IBC Tax Team by raising an enquiry and choosing the ‘Shopping and Suppliers’ option, followed by ‘Business Tax Enquiries - VAT, CIS & Stamp Duty’. The tax team in IBC are there to give support and advice - you should always ask if you need help with anything connected to VAT, as it can be complicated.