Payment Policy & Processes

Auguste & Auguste Payment Policy & Processes

  1. Introduction

This Accounting Payment Policy outlines the procedures and guidelines for the timely and accurate processing of payments at Auguste & Auguste. This policy applies to all employees involved in the payment approval process and serves as a framework for maintaining financial integrity and compliance.

  1. Invoice Submission

Suppliers must submit valid invoices to the Accounts Payable department for processing. Invoices should be addressed to the attention of the Accounts Payable department.

Invoices must include relevant details such as the following: 

  • Full name and registered number of the legal entity
  • Registered office address
  • Bank details for the legal entity
  • Invoice number
  • VAT number (if applicable)
  • Date of the supply of services
  • Description of the goods or services supplied
  • Quality of goods or services supplied with a unit price
  • Rate of VAT per item
  • Amount owed without VAT added (where applicable)
  • Invoice currency
  1. Approval Process
  • All invoices will be reviewed and approved by the designated Budget Holder before processing for payment.
  • Budget Holders may delegate invoice approval to a designated representative but remain responsible for the accuracy and legitimacy of the expenses.
  1. Payment Terms
  • Payments for goods and services will be made within 30 days of the invoice date, subject to receiving a properly prepared invoice within a reasonable timeframe.
  • Negotiations for shorter payment terms can be pursued with the approval of the Finance department.
  1. Payment Methods
  • Payments will be primarily processed through BACS.
  1. Monthly Payment Runs
  • Payment runs are typically conducted on a monthly basis, ensuring a systematic and organised approach to processing invoices.
  • Urgent or exceptional payments may be processed outside the regular payment run schedule with the authorisation of the Finance department.
  1. Reconciliation and Record-Keeping
  • The Finance department is responsible for reconciling payments with supporting documentation to ensure accuracy.
  • All payment transactions and related documentation will be appropriately recorded and retained for audit purposes.
  1. Dispute Resolution
  • Disputes regarding invoices or payment discrepancies should be reported promptly to the Accounts Payable department.
  • The Finance department will investigate and resolve disputes in a fair and expedient manner.
  1. Annual Financial Audit
  • The company’s financial records, including payments, will be subject to an annual audit to ensure compliance with accounting standards and financial regulations.
  1. Continuous Improvement
  • Auguste & Auguste are committed to continual improvement in payment processes, aiming to enhance efficiency, accuracy, and transparency.
  1. Contacts

For inquiries related to payments or accounting matters, please contact us on enquiries@augusteandauguste.com.

This payment policy is effective as of 1/1/23 and may be subject to periodic review and updates. Employees are expected to familiarise themselves with this policy and adhere to its guidelines.

 

Auguste & Auguste Client Payment Policy

  1. Introduction

This Client Payment Policy outlines the terms and conditions for payments made by clients to Auguste & Auguste. The purpose of this policy is to ensure transparency, clarity, and mutual understanding between our company and our clients regarding payment processes.

  1. Invoice Generation and Submission
  • Invoices will be generated promptly upon the completion of services.
  • Invoices will include relevant details such as the service description, quantity, unit price, applicable taxes, and the total amount due.
  • Invoices will be submitted to clients through the designated communication channel, as agreed upon during the contractual process.
  1. Payment Terms
  • Clients are required to make payments within 30 days from the invoice date.
  • Auguste & Auguste reserves the right to negotiate and agree upon specific payment terms with clients, taking into consideration the nature of services or goods provided.
  1. Accepted Payment Methods
  • Payments can be made via bank transfer, cheque, or other agreed-upon methods.
  • Auguste & Auguste will provide clients with the necessary banking details or payment instructions to facilitate timely payments.
  1. Late Payments and Penalties
  • Late payments beyond the agreed-upon terms may be subject to late payment charges or interest, as specified in the invoice or agreed upon in a separate agreement.
  • In the event of persistent late payments, Auguste & Auguste reserves the right to suspend services or deliveries until outstanding payments are settled.
  1. Dispute Resolution
  • Any discrepancies or disputes regarding invoices must be communicated to Auguste & Auguste within 30 days of receiving the invoice.
  • Auguste & Auguste will investigate and address disputes promptly, seeking a fair resolution to maintain a positive client relationship.
  1. Annual Review
  • Auguste & Auguste reserves the right to review and update this payment policy annually. Any changes will be communicated to clients in advance.
  1. Contacts

For inquiries, clarification, or any payment-related matters, clients are encouraged to contact our Accounts Receivable department at enquiries@augusteandauguste.com

  1. Refund

We do not offer any refunds, we look to resolve any disputes with our clients before they make any final payments relating to our services.

  1. Client Cooperation

Auguste & Auguste appreciates the cooperation of clients in adhering to the outlined payment terms, which enables us to provide uninterrupted services and maintain a mutually beneficial relationship.

This Client Payment Policy is effective as of 1/1/23 and is subject to periodic review and updates. Clients are encouraged to familiarize themselves with this policy and address any questions or concerns promptly.