Invoicing gwas independent ambulance service ltd (GWAS)

GWAS Independent Ambulance Service Ltd (GWAS) are signatories to the Prompt Payment Code, therefore, we have agreed to:

• Pay 95% of invoices within the agreed payment terms and without attempting to change terms retrospectively
• Pay 95% of all invoices within 60 days, and 95% of invoices from businesses with fewer than 50 employees within 30 days
• Acknowldge their right to use late payment legislation to invoice for late payment interest and charges when appropriate

Make invoices out to:

GWAS Independent Ambulance Service Ltd

Unit 2 Bittern House

Lakeside Business Park

Cirencester

Gloucestershire

GL7 5XL

Note: Incorrectly addressed invoiced or failure to follow the below instructions may result on failed invoices as not correctly formatted or not deemed as legally valid.

To  avoid delay in payment it is important that the invoice is legally compliant. Non-compliant invoices will be sent  back to the supplier which may lead to a delay in payment.

The following information must be provided on each invoice:

• Addressed to GWAS Independent Ambulance Service Ltd ideally or Set Medics UK, Set Armourers UK Ltd or GWAS Ambulance (other variants, are NOT sufficient or legally binding)
• Supplier’s name and (regsitered) address
• The word ‘invoice’ showing
• Invoice number (must be different for every invoice - duplicate numbers will be returned as invalid)
• Invoice date
• Value and currency (in Great British pounds sterling unless with a UAE supplier)
• Description of goods and services supplied
• Purchase Order (PO) number and PO line item number (if applicable)
• Any unique reference number or information requested by GWAS
• If  VAT is applied, the invoice should be split between the net value of  goods and services, the rate and amount of VAT, and the total value of  the invoice; a valid and current VAT number must also be displayed

Please  note that any invoice which does not comply will be returned to the  supplier for resubmission with the correct information.

Invoices can be submitted by email to accounts@gwasambulance.co.uk 

If you are emailing an invoice it must be in PDF or Word format (we do not accept Excel Invoices)

Before making the first payment to a new entity, we will require to confirm the entity’s identity & their bank account details.

Before the first payment is made, we will require the following:

• Company registration number & country in which the company is registered
• Bank account details provided by sending a letter on headed paper to accounts@gwasambulance.co.uk as a pdf

Our accountant will confirm the entity which owns the bank account However, where the entity name does not match the bank  details provided, we will require additional evidence (ie very recent  (within the last 3 months) bank statement header).

Before the first payment is made, we will require the following:

• A fully completed audit form, which includes your bank details & national insurance number : https://form.jotform.com/ukremt/GWAS_Audit_COMPULSORY 
• Evidence of your Unique Taxpayer Reference (UTR) number, such as a recent (within the last 12 months) letter from Her Majesty’s Revenue & Customs (HMRC)
• Your first invoice, showing your bank details

Our accountant will confirm the individual which owns the bank account However, where the name does not match the bank  details provided, we will require additional evidence to confirm the bank account name.

Where an entity is charging VAT on an invoice, the full VAT number of the  entity must be provided. This will be confirmed by our accountant as being valid using the  GOV.UK Check a UK VAT number service.

In accordance with these terms & conditions, GWAS will pay its supplier invoices which are submitted 30 days following the day in which GWAS has determined the invoice to be valid. 

Standard Terms: 30 Days post invoice submission.

Our terms & conditions also include provision for late payment in accordance with The Late Payment of Commercial Debts (Interest) Act 1998.  GWAS reserves the right to withhold payment where the goods or services have not been provided in accordance with the contract.

We expect our suppliers to pay any sums due to sub-contractors promptly.

Payments are processed & authorised by our Senior Accounts Manager and accounts package. Over 99% of invoices are paid via BACS and we expect new suppliers to be paid by BACS.

GWAS does not pay any supplier by cheque.

In order to avoid possible delays in payment it is essential that the invoice is in line with the PO or Codes (if applicable) received from GWAS and the goods and services received. Where these do not match, the invoice will require investigation.

Please be aware of the following when submitting an invoice:

• The invoice must be compliant (see the submitting an invoice section above)
• The  invoice must reflect the quantity & price as per the PO / shift; any increase in price or quantity must be pre-agreed with the originator of the order before providing the additional goods or services and an  amended PO will be provided if agreed
• If the supplier’s name  and/or address on the invoice is different to that stated on the PO the change in details must be confirmed before the invoice can be processed.

You can contact us by:

• Emailing accounts@gwasambulance.co.uk
• Telephoning 07428013847
• WhatsApp messaging 07428013847