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Important changes for all suppliers trading with Homerton University Hospital NHS Foundation Trust (HUHFT).

What you need to know?
On the 01 April 2018 HUHFT are transferring their transactional Financial and Procurement services to NHS Shared Business Services (NHS SBS). This will include the processing of purchase orders (POs) and the payment of invoices.

HUHFT and NHS SBS aim to make this transfer as smooth as possible, and communicated with all suppliers in December 2017 and March 2018 the important changes your company will need to make in order for your invoices to be processed and paid promptly.

Procurement
The processing of our Purchase Orders (PO) will be undertaken by NHS SBS. Also, where appropriate, HUHFT’s non-contracted spend will begin to be transferred to the NHS SBS procurement frameworks. 

Suppliers will be required to provide a valid PO number on ALL invoices and any relevant communications. Failure to provide a valid PO number on your invoice will result in a delay in the payment of the invoice.

Historical PO number beginning 871XXXXX are no longer be valid.

All PO numbers from the 1st April will begin 334XXXXX.

HUHFT Pharmacy suppliers, please note: If suppliers currently receive POs directly from HUHFT’s Pharmacy Department, this will continue unchanged. Also, invoices related to Pharmacy POs should continue to be sent to the current address.

Invoicing, Invoices and Credit Notes
Please note HUHFT is no longer able to accept invoices via post, directly at the Trust. Invoices must be sent to the below address

Homerton University Hospital NHS Foundation Trust
RQX Payables F765
Phoenix house
Topcliffe Lane
Wakefield
WF3 1WE

Please read this guide to good invoicing practice.

Electronic Invoices - Tradeshift
Please note HUHFT is no longer able to accept invoices via email.
NHS SBS have a quick, free and easy way to submit your invoices and credit notes electronically using Tradeshift.

More information and how to set up an account can be found here.
HUHFT and NHS SBS strongly urge suppliers to use this electronic method of submitting invoices for the quickest payment of accurate invoices.

No Order No Pay
In December 2017, HUHFT introduced a ‘No Order No Pay’ Policy. Not only does this ensure that HUHFT controls its spend, it also supports the efficient payment of invoices received. Suppliers should no longer provide goods and/or services to HUHFT on the receipt of an email or telephone call (unless expressed permission has been received from the Head of Procurement and Supply Chain).

To ensure that invoices are processed without delay it is essential that NHS SBS are provided with HUHFT’s valid PO Number. Most requests for goods and services will be accompanied by a valid authorised PO number. There will be a few exceptions that will be agreed prior to an order being placed, as these will follow a separate governance process. If your company has received a valid PO number please ensure it is quoted on the invoice.

There are a few approved exceptions to the ‘No Order No Pay’ Policy:

  • Agency services
  • Telecommunications
  • International Visas
  • Utilities; and
  • Legal Services

For these exceptions, please place the name of the HUHFT contact in the PO field on your invoice. 

General Data Protection Regulation (GDPR)
The General Data Protection Regulation (GDPR) will apply from 25th May 2018, when it supersedes the UK Data Protection Act 1998. It expands the rights of individuals to control how their personal information is collected and processed, and places a range of new obligations on ALL organisations to be more accountable for data protection.

With immediate effect, no patient/personal identifiable data will be detailed on POs from HUHFT and your company can no longer put identifiable data on related invoices (i.e. names and addresses).

All organisations are accountable for personal identifiable data under the new regulation.

For further information on GDPR, please go to this link

In future, any POs relating to a specific patient for home deliveries and/or tests from HUHFT will be identified by:

1. the patient’s unique NHS number (e.g. 123 456 7890) and
2. the patient’s date of birth (e.g. 01/01/2001)

Together, these details can be used to identify the patient. Then separately, either via secure NHS.net email or telephone, the HUHFT authorised clinical person will confirm the patient’s NHS number and date of birth along with the associated patient name and delivery address, to your company.

Where appropriate, for POs and invoices relating to HUHFT specific employees, these will be identified by

1. The employee’s unique assignment (Payroll) number (e.g. 12345678); and
2. Initials (e.g. AB)

It is the supplier's legal responsibility to ensure any person identifiable data, provided from HUHFT, is handled and processed correctly.