Purchase to Pay (P2P)
What is P2P?
P2P is our process for internally requisitioning goods and services, issuing orders and contracts to our suppliers, managing service contracts and paying invoices through our internal Finance and Procurement system, AGRESSO. It provides us with a clearly defined process to enable invoice queries and mismatches with orders and contract to be dealt with efficiently and effectively.
A purchase order or contract must be in place for the specific supply of goods or services that we are procuring. Suppliers are requested not to execute any orders without a purchase order or contract unless payment is being made via a Company Purchase Card.
The purchase order will contain the specific scope and price that will be the basis of any invoice. Any amendments to the scope or price on the order will require the issue of an amendment before an invoice can be raised.
In the case of supply over a longer term (usually more than one month) or where payment terms include periodic, milestone or interim payments we use Goods Receipt Numbers (GRN’s). This is how we monitor expenditure on a real-time basis and they also facilitate the payment process. The invoice receipt using the GRN is carried out by the Sub-Contract Manager who is identified in the order.
The GRN is an agreed valuation of supply received or work done. After inputting invoice receipts into AGRESSO we notify the Suppliers of the GRN, the agreed valuation of the work done and when payment is due. This enables suppliers to submit compliant and accurate invoices to get paid on time.
Magnox Ltd recognise on time payments is one of our biggest responsibilities to suppliers and is committed to prompt payment of supplier invoices. To ensure prompt payment of invoices suppliers need to comply fully with the following instructions:
Always ensure that you are in receipt of a valid order before starting work or providing a service. Do not accept spoken instructions from any Magnox Ltd representative and do not undertake any work or provide any service in addition to those detailed on the order. If you are asked to commence work without a valid order containing the agreed scope and price you are at risk of not getting paid or undue delays occurring in payments.
The details of the Order must be correct and in accordance with the services you are providing. Any discrepancies should be resolved with Magnox Ltd.’s commercial contact (whose details will be contained within the order) before you start work or provide a service.
- FOR SERVICES – to facilitate payment your invoice must quote the order number and the Goods Receipt Number (GRN). The GRN can be obtained from the Magnox Ltd, Sub-Contract Manager, Contract Administrator or Technical Officer (contact details are contained with the order) on the Service (or part thereof) has been completed. The value of your invoice should correspond with the value of the GRN agreed with Magnox Ltd.
- FOR GOODS – Ensure that all goods are delivered directly to the goods inward stores location stated on the order. Failure to do so will delay the receipt of the goods and the payment of your invoice. If a third party courier (including Royal Mail) delivers goods on your behalf, please ensure that these instructions are passed on, and adhered to.
- All invoices and credit notes must be sent directly to Westlake’s Accounts Centre (invoice address shown on order). Invoices should not include any charges that are not supported by the corresponding Magnox Ltd order. Invoices must not be submitted to Sites, the Sub-Contract Manager or the Commercial contact.
- All correspondence, including Order Acknowledgements, Invoices and Credit Notes must clearly state the Order Number, the exact value and description of the services and a GRN (where applicable).
Any queries or problems you have with payment should be directed in the first instance to the Westlake’s Shared Service Centre, Magnox External Payments Helpdesk on 019467 80688 or via email at firstname.lastname@example.org.