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No purchase order, no pay – supplying Papworth Trust

We operate a “No purchase order, no Payment” policy.


Purchase order policy

Everyone who supplies goods and services to the Trust must have an approved, system-generated, purchase order (PO) before supplying those goods or services. Suppliers must not, under any circumstances, accept any verbal or written requests to carry out services or supply goods from anyone at the Trust without the purchase order number.

 Q: Why do we operate the “No purchase order, no pay” policy?

This policy was implemented making supplier payments more efficient.

Q What happens if I don’t have a PO number?

Invoices received without a valid PO number will not be paid and will be returned.

Q: In the past invoices without purchase order numbers have been paid by the Trust. Will this still happen?

As a result of formalising our purchasing arrangements, from 1 January 2016 all financial commitments for goods and services must now be made using a purchase order. Transactions outside of this process will not be recognised. As part of the “No purchase order, no pay” policy we expect suppliers to put the valid PO number on the invoice, otherwise it will be returned.

If you send or email an invoice to us without quoting a valid purchase order number, and/or you send your invoice to anywhere other than Accounts Payable address below, we will not be able to process your invoice for payment.

Q: Will I get paid any quicker if I quote a PO number?

The Trust’s standard payment terms, of 30 days from the date a valid invoice is received, will apply to all payments.

Q: If an invoice has been returned to me, asking for a valid PO number, how can this be obtained?

You should contact the Papworth Trust member of staff who gave the original instruction to supply the goods or services and ask them to provide a PO number. When obtained, please reissue your invoice quoting the PO number on the invoice. Please note this process may take a few days.

Q: What checks should be made for returned invoices?

Please check that the PO number is valid for the goods, works or services you supplied to us. Also, examine the returned invoice for any errors, and then send or email your invoice number and valid PO number to Accounts Payable.

Q: I have a contract with Papworth Trust, so do I still need a PO number?

Yes, you will still require a valid purchase order number. Please contact the Papworth Trust Contract Manager for it.

Q: Who do I contact if I have any more questions?

If you have any further queries please contact Accounts Payable as follows:

Email: Finance@papworthtrust.org.uk

Telephone 01480 357200

Address: Accounts Payable Bernard Sunley Centre, Papworth Everard, Cambridge, CB23 3RG