Purchase Orders (PO)

If what we’re ordering from you costs over £1,200 (incl. VAT where applicable) we’ll provide you with a PO. The PO will include information on what we’re ordering including:

• a description
• the quantity
• the unit and total cost
• requester
• delivery address

It’s really important you don’t accept orders for products/services costing over £1,200 unless you’ve received an appropriate Purchase Order. The PO is your commitment from us to purchase and you won’t be able to get paid unless you have a valid PO number. There are some exceptions - we don’t use POs for certain types of goods and services which are better handled through invoice reconciliation, namely those relating to Utilities, Landlord (Rent/Rates), Telecoms, Satellites, Royalties and charitable donations. We’ll let you know whether we think this would be a better arrangement for what we’ll be purchasing from you.

Purchasing Card

If what we’re ordering from you costs under £1,200 we’ll generally use a Amex Purchasing Card. The purchase will be made by the Virgin Media employee when ordering the products/services. If you’re not set up to accept Amex then we’ll raise a PO but we do encourage our suppliers to become Amex capable as it means orders for low value items can be placed more quickly. Purchasing Cards can be used for most purchases under £1,200, though there are certain products and services we don’t think are suitable for purchase in this way, even if they cost under £1,200. We’ll let you know whether what we’re buying from you is one of these or whether it’s ok to use the Purchasing Card.

Invoices for products/services ordered through POs

Virgin Media operates a centralised Accounts Payable Department. So we ask you to send all your invoices, credit notes and statements relating to POs to the following address:

Virgin Media Ltd
PO Box 574
Northwich
CW9 9FZ

Tel: 0845 149 0845
Email: invoices@virginmedia.co.uk

You need to make sure that all invoices quote the following to make sure you get paid:

• A valid PO number
• A Virgin Media contact name
• The amounts, quantities, details and line numbers including any carriage costs; these should mirror the details on the PO
• A copy of the corresponding PO should be attached along with all relevant back up material

If your invoices don’t have this information we’ll return them to you as we won’t be able to match them to a purchase commitment we’ve made. It’s also really important that the invoice is from the same company (legal entity) as named on the PO. We want to make sure we’re paying the same company from who we’ve ordered what we needed! Please also make sure you issue a valid tax invoice as non-compliant tax invoices will be returned unpaid. We also need to let you know that we don’t accept pro-forma invoices.

Invoices for Delivery of Partial Orders

If delivering partial orders, please ensure invoices reflect the partial order value. Only the products/services received will have been receipted; this means that if you send us an invoice quoting the full value we won’t be able to process it.

Imported Goods

Generally we don’t accept freight terms other than DDP (Delivery Duty Paid). Unless you’ve agreed in writing another type of INCOTerm with a member of the Procurement Department we won’t pay freight and duty associated with imported goods.

If you try to bring goods in under any other term they will be rejected as we have agreements with the majority of freight handlers not to apply any charges without written consent from our Procurement Department. This is because we need to understand everything about our imports and we must keep a track of paperwork and transactions for legal and audit purposes.

If you think you’ve agreed a different kind of freight term you must get in touch with your Procurement representative or if you’re still not sure the Procurement Helpdesk on 02890 206700

Construction Industry Scheme (CIS) Status

If you are CIS 5 or 6 registered please send your certifying document to the Accounts Payable address. CIS 4 only suppliers should contact Accounts Payable for further information.

Invoices for products/services ordered through Purchasing Cards

If you receive an order through a Amex Purchasing Card you need to send your invoice to the address requested by the cardholder at the time the product/service is delivered. The cardholder has responsibilities for reconciling their statements each month and will need your invoice to complete this activity.

Unless otherwise agreed suppliers are subject to Virgin Media’s standard terms and conditions. Click here to go to the Terms and Conditions page.

To add you to our system, we need you to fill in a Supplier Company Information Form, which you'll find in Appendix 1 of the welcome pack. Please return the completed form to:

Vendor Processing
Virgin Media Limited
Shared Service Centre
PO Box 1001
Mayfair Business Park
Bradford
BD4 8YD

Please also return a signed copy of our Sustainability Code of Conduct (included after appendix 1). This needs to be sent to:

Sustainability Code of Conduct Administrator
Virgin Media Procurement
Media House
Bartley Wood Business Park
Bartley Way
Bartley Way
Hook
Hampshire
RG27 9UP

Once we’ve received this, we can add you to our system and start working together from that date.

To download the complete welcome pack as a PDF document, click here.