- Aston University Invoices
All invoices should be submitted to Finance Invoices with each invoice attached as a separate attachment as a pdf file.
All invoice queries should be submitted to Finance Accounts Payable.
Invoices must state the Aston University invoice address:
Finance & Business Services
Accounts Payable
Aston University
Aston Triangle
Birmingham
B4 7ET- Conference Aston Invoices
All invoices should be submitted here with each invoice attached as a separate attachment as a pdf file
Invoices must state the Conference Aston invoice address:
Conference Aston
Finance Department
Accounts Payable
Aston Triangle
Birmingham
B4 7ET
All invoice queries should be submitted here.*NOTE: if your invoice is not specifically to Conference Aston, please use the Aston University details
Purchase Order Guidance
All invoices submitted for payment must clearly quote an Aston University or Conference Aston Purchase Order number. Our Purchase Order number consists of eight numbers beginning with either a nine (9) or four (4).
The University operates a 'No Purchase Order No Pay' policy. Essentially, if you do not have a Purchase Order, you must not proceed with the order and request your Aston contact to provide one. Failure to obtain and quote a Purchase Order number on your invoice will result in the invoice being rejected thus causing delays in payment.
To avoid your payment being delayed please ensure you are given a Purchase Order number when accepting an order from Aston University.
It is advisable to include the College/Department name in addition to a key contact on the invoice to assist Finance with their request for invoice certification.
Electronic Invoicing
To help reduce the environmental impact, as well as time and money, we strongly encourage electronic invoices to be sent and must be in a PDF format. Electronic invoices normally result in quicker payment. We cannot process invoices submitted in Word (.docx) or Excel (.xlsx) format.
If you are contacting us to follow up on late payment, please do not resend the invoice unless this is specifically requested by one of the team.
Please note: sending both electronic and paper copies of invoices leads to delays in payment as duplicate invoices require manual processing once identified. We therefore request suppliers no longer send paper copies and that PDF invoices are emailed.
Please do not submit a copy invoice by post if this has already been sent via email.
Payment Terms
Our standard payment terms are 30 days from the date of invoice.
Consolidated Payments
There are Contracted Suppliers to the University that supply high volume, low value items, across multiple Colleges and/or Departments. Where possible, these suppliers are asked to provide a single monthly consolidated invoice. This process helps reduce the amount of processing time taken and assists with paying high volume invoices in a timely manner, while reducing error rates.
As well as the invoice, there will be data relating to the orders placed which will be in a format specified by the University. When this data is received, an upload will be created and loaded into the University's financial system detailing the individual transactions and associated project codes.
If you are a Contracted Supplier to the University and are able to provide consolidated invoices, please contact the Procurement Team who can advise further.
Change of Bank Details or Payment Profiles
The University undertakes thorough and extensive checks to validate supplier details; therefore, the University requires a minimum of four weeks advance notice of amendments to bank details or payment profiles. If there is a contract in place between the supplier and the University, changes to banking arrangements and contact details notified to the University by its suppliers will be treated as a variation to contract. Unless and until such amendments requested by the supplier are properly validated and processed there may be a delay in payment.