PERSONNEL HYGIENE SERVICES LIMITED
Company number: 00770813
Reporting period:
1 April 2021 to 30 September 2021
Report filed on:
28 October 2021
Approved by:
Colin Thomas
Payment statistics
Average time taken to pay invoices: 44 days
Invoices paid:
- within 30 days: 45%
- in 31 to 60 days: 35%
- in 61 days or more: 20%
Late and disputed:
- payments due in the reporting period which have not been paid within the agreed period: 27%
Payment terms
Shortest standard payment periods
60 days
Longest standard payment period
Answer not provided
Standard payment terms
Our standard supplier contract allows for payment at the end of the second month following the date of the invoice. However, we will negotiate and agree terms that are acceptable to both PHS and the supplier on an individual basis.
Were there any changes to the standard payment terms in the reporting period?
No
Were suppliers notified or consulted about these changes before they were made?
N/A
Maximum contractual payment period agreed
60 days
No further comment provided
Any other information about payment terms
No further comment provided
Dispute resolution process
PHS has a dedicated accounts payable team that manages the processing and payment of supplier invoices and offers support with query resolution. The team can be contacted during normal office hours, Monday to Friday, via e-mail (PurchaseLedger@phs.co.uk) or phone (0330 588 4609). Suppliers are asked to send invoices to the email address of the team and from there invoices are processed daily into the approval system. If suppliers are unable to email invoices, then they should send via post addressed to the accounts payable team at the company's head office. Where applicable, suppliers are asked to quote purchase order numbers on invoices to facilitate automatic matching and approval. Where no purchase order number is provided, there is a discrepancy between the purchase order and invoice or the supply falls outside the scope of the PHS automated purchase ordering system then invoices are input to our workflow approval system and routed to the relevant buyer normally within one working day of receipt. The buyer is then required to promptly either approve the invoice or contact the supplier in the event of a query. Once approved (either through automatic PO matching or through the workflow tool), an invoice is updated to the supplier account on the purchase ledger and will then generally be paid on the appropriate payment run to pay the supplier in line with agreed terms. Supplier runs are processed weekly and in some circumstances, we will make faster payments to suppliers.
Provided suppliers follow the proper process described above to present their invoice then the accounts payable team will always have visibility of where each invoice is in the process and can inform a supplier of the status of any invoice. If an invoice is not approved, the team can put the supplier in contact with the appropriate buyer / approver and will assist where possible in resolving the issues causing a delay in approval. If an invoice is approved, the team can advise of the payment date.
Other payment information
Has this business signed up to a code of conduct or standards on payment practices? If so, which?
For example, signatories to The Fair Payment Code must commit to paying 95% of their invoices within 60 days.
No, this business has not signed up to a code of conduct or standards on payment practices.
Does this business offer e-invoicing in relation to qualifying contracts?
This is where suppliers can electronically submit and track invoices. It's not just allowing suppliers to email them an invoice.
No
Does this business offer supply chain finance?
This is where a supplier who has submitted an invoice can be paid by a third-party finance provider earlier than the agreed payment date. The business would then pay the finance provider the invoiced sum.
No
Under its payment practices and policies, can this business deduct sums from payments under qualifying contracts as a charge for remaining on a supplier list?
No
During the reporting period, did the business deduct sums from payments as a charge for remaining on a supplier list?
No