Guidance on Submitting Invoices

Important - The way that you invoice us is changing on 1st June 2024

Queen Margaret University is delivering a new invoice scanning solution and we require you to ensure your invoices are complaint to enable prompt payment.

With effect from 1st June 2024 invoices and credits should meet the following criteria: -

Your invoice/credit is emailed in PDF or Word format with one PDF or Word document per invoice/credit. Each invoice/credit issued must be a separate PDF or Word document for each purchase order provided.
Supporting documents need to be incorporated into the same PDF or Word document as the invoice/credit and not sent separately within the email submission.
The PDF or Word document must NOT have security applied and should be attached to the original email and not embedded as part of the forwarded email.
The PDF or Word document must not have invalid characters (\ / : * ? < > |) in the filename as these will result in the document not being imported for processing.
Each attachment to your email is uniquely named.
Your invoice/credit is electronically typed and is not handwritten.
PDF images should be originally generated by the system rather than scanned images saved via a multi-function device.
It is recommended that PDF images are of a minimum resolution of 300 dpi.
It is also recommended that the PDF or Word file sizes be kept as low as possible. Typically, less than 150KB.

From 1st June 2024 all invoices and credits should be emailed to: invoices@qmu.ac.uk

The above dedicated inbox is not monitored, and supplier queries will not be dealt with if sent there. Documents other than invoice or credit related PDF/Word files e.g. Statements, queries etc should be sent to: accountspayable@qmu.ac.uk.

Documents such as JPEG’s or Excel do not constitute a valid invoice/credit therefore will not be processed. Please find below our invoicing requirements.

Submitting a Compliant Invoice

Following the guidelines below when submitting invoices will ensure these are processed promptly.

1. A compliant invoice should include the following information:

Clearly addressed to the payee
Your full company name and address
A unique invoice number which we will record on our system and quote on your remittance advice or during any other correspondence with you
A clear description of the goods and/or services provided.
Accurate quantities, prices and amount due
VAT registration number
A breakdown of the goods and/or service clearly showing the net price, the VAT rate, the VAT amount, and the total amount for each line on the invoice
A valid Purchase Order Number for the goods and/or services you are invoicing for on the invoice. As of the 1st June 2024 the format of a valid Purchase Order Number will be 3xxxxxxx.

2. A compliant invoice or credit should be emailed to: invoices@qmu.ac.uk

Invoices and credits submitted by email must be in PDF or Word format and individually attached (one invoice per each attachment, per each individual purchase order).

Our default method of receiving invoices is via email as they are automatically loaded on to the system and promptly validated.

If you are unable to email invoices, please post these to:

Accounts Payable,

Queen Margaret University, Edinburgh

Queen Margaret University Drive

Musselburgh

East Lothian

EH21 6UU.

Please do not send invoices direct to individuals or other departments within the University as this will delay your payment.

Non-compliant invoices will be returned to you unpaid.