SSE is committed to the Prompt Payment Code and the fair treatment of all Suppliers ensuring they are paid on time PPC – Small Business Commissioner. The Accounts Payable team will answer queries within internally agreed timescales.
INVOICES, CREDIT NOTES & STATEMENTS
Invoices
Supplier invoices should be submitted electronically through our Tradex E-Invoicing portal, which is our preferred method, however depending on how many invoices you submit per year we have alternative options, consolidated billing, purchasing cards and self-billing – If you wish to explore these alternatives please contact sse.ap@sse.com.
Tradex
Using Tradex means that all invoices are received in a standard format, resulting in fewer errors and quicker payment times, only invoices with valid Purchase Orders are accepted.
If an Invalid invoice is submitted these will be rejected with a notification issued to the Supplier.
As a Supplier, there are two options available on the Tradex Portal:
Tradex Active – you can submit invoices, free of charge, via an online form on the Tradex portal. This solution is recommended for those Suppliers who typically submit small volumes of invoices (typically less than 300 invoices per annum)
Tradex Integrated – allows you to integrate your systems with Tradex. It is recommended for Suppliers with larger invoicing volumes. There is a one-off cost associated with this method.
- To access Tradex please use the following link, Tradex Login.
- If you require further information on Tradex and how to process your invoice through Tradex, please visit their Microsite Processing an Invoice, where you can find FAQ’s and a video on how to process an Invoice.
- If you require further support in the setup please contact tradexcommunity.support@causeway.com who will help.
Credit Notes
Credit Notes will be accepted for processing via the email address found in the Contact Us section please ensure these are submitted as PDFs this will ensure that these can be matched appropriately and avoid unnecessary delays. (1 credit note per individual PDF)
Statements
SSE’s Accounts Payable team will reconcile your monthly statement. Statements can be submitted via email found within the Contact Us section and should only be sent once a month.
DISPUTE RESOLUTION PROCESS
Our commitment to our Suppliers when a dispute arises is to resolve the issues, fairly, transparently, and efficiently. The key principles in this process are:
- Disputed invoices are identified by internal business stakeholders and raised directly with the Supplier
- Disputed invoices can be queried with Accounts Payable and relevant business stakeholders for resolution
- Accounts Payable have dedicated Business Relationship Managers who can offer support during dispute resolution between the business stakeholder and supplier
- Where it is not possible to reach an agreement, we acknowledge several potential dispute resolution methods for example mediation, adjudication, expert determination, litigation and /or arbitration, may be used
For Accounts Payable contact information please refer to the Contact Us section
FAQ’s
I require Tradex Support
- Please see the invoices section
My Invoice was rejected
Invoices may be rejected for several reasons.
Some rejection examples are:
- Incorrectly Billed – Wrong Billing Entity used – this is detailed on your PO
- Purchase Order – Missing, Invalid or Over Billed
- Duplicate Invoice
- Incorrect Currency
- Incorrect VAT - Doesn’t meet HMRC and ROI Tax Regulations
- Inaccurate or missing description of goods or services provided.
Can I send you my invoice by email?
If no Tradex relationship exists, and you have an agreement in place with Accounts Payable, Invoices may be submitted in PDF format by email (1 invoice per individual PDF).
To prevent rejection of your invoice please ensure:
- The word “Invoice” is included in the email title
- You have checked the invoice displays the relevant valid PO number, billing entity etc.
- You have attached the correct invoice.
How quickly will I be paid?
Validated and approved invoices will be processed and paid in line with your defined due dates, these are the contractually agreed terms as agreed initially with Procurement colleagues or as defined on your PO.
Where invoices have been received late, are disputed or where the business has a query this may result in delayed payment.
Accounts Payable will endeavour to pay all invoices in a timely manner with proactive query management and regularly scheduled payment runs.
Where a nominated contact email exists a remittance advice will also be issued. If remittances are not being received please contact us.
I need to refund/return a payment
If you are returning funds it’s important to let us know straight away, it’s vital that you quote the relevant invoice, cheque, or reference number to allow us to identify the returned transaction.
Please contact us for our bank account & payment reference details.
I need to change my details
It is important that you let us know straight away if your details change, for example, Company Name, Bank Account details, and nominated email contacts - this will allow us to accurately process your invoices, prevent rework and allow us to contact you quickly.
Any changes must be submitted in the correct format via email on company letter headed paper please use the correct contact details found below.
