Suppliers must clearly state on the VAT invoice where payment in advance has been agreed.Īny pro forma invoices received as a request for payment through a supplier or via the sundry invoice process will be rejected and returned to the department. Where a payment in advance is agreed as part of the terms of the quote, the University Terms and Conditions on the reverse of the Purchase Order are binding. Where a contracted supplier is not used and the purchase is via the quote process, the “contract” between the University and the supplier is the Purchase Order, which must be raised in advance with the Purchase Order quoted on any VAT invoice. The Policy of the University will be not to accept a pro forma invoice as a means of payment request and suppliers must provide the University with a valid VAT Invoice. Most often advanced payment is required where the buyer is not known to the supplier or where there is a question of creditworthiness – neither of these instances should be applicable to the University of Glasgow.Ī pro forma invoice cannot be considered an accounting document and has no place in the books and records of an organisation either issuing or receiving it. A pro forma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods or service and are typically used where payment in advance is required.
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