Information for suppliers about our procurement and payment systems

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Payments by cheque are being phased out in this financial year. See above for details, and our new BACS form and guidance notes.

Our back office uses SAP software incorporating a complete ‘Purchase-to-pay’ service. This includes sending purchase orders electronically to our suppliers, payments by BACS, and electronic supplier catalogues for our procurement staff.

This applies to most orders placed by East Sussex County Council, with some exceptions such as those placed direct by schools.

Purchasing cards

We use purchasing cards or P-cards to make purchases and payments. The benefit of this is a faster billing process which enables you to be paid within 4 working days. It also reduces the cost of producing and posting invoices.

  1. If you are interested and accept MasterCard contact our P-Card administration team on PCardAdmin@eastsussex.gov.uk

Purchase orders

  • Include our purchase order number and contact details on invoices.
  • Check the content of each purchase order and let us know if there are any errors. For example, if we have raised an order at an incorrect price, contact the ESCC member of staff quoted on the purchase order. If no name is listed on your invoice, please contact the Purchasing team on Purchasing.Queries@eastsussex.gov.uk
  • Make sure you resolve any queries you have relating to a purchase order before you supply the goods or services as delays may arise in the payment of your invoice.
  • Check purchase orders for invoicing instructions. Purchase orders that come from the SAP system will provide this address. Please ensure invoices are sent to the correct address. Please note: the delivery location will be shown separately from the invoice address.
  • If you receive a hard copy or are unsure about the validity of an electronic purchase order please contact the ESCC member of staff quoted on your purchase order.

Further information

For further information please contact the Corporate procurement team.