Supplier Information
Trading Name | Child Therapy Service |
Legal Entity | Child Therapy Practitioners Limited |
Company Registration Number | 13945877 |
Registered Office | 14 St Gregory Close, Eastbourne, East Sussex BN20 7JL |
VAT Registration | Not VAT Registered |
Telephone | 01323 749434 |
Mobile | 07868 017020 |
Website | |
General Enquiries | |
Accounts & Purchase Orders | |
Unique Taxpayer Reference (UTR) | Available on request where required |
Bank details are provided on invoices or supplier registration forms and are not published within this policy.
Purpose
This policy explains how organisations can purchase products, memberships, training and consultancy services from Child Therapy Service. It also sets out our requirements for supplier registration, purchase orders, invoicing and payment.
The policy has been developed to support the procurement processes used by schools, academies, multi-academy trusts, local authorities, NHS organisations, universities and other public sector bodies.
Child Therapy Service is the trading name of Child Therapy Practitioners Limited, which is the legal entity responsible for all contracts, invoices and payments.
By requesting an invoice, submitting a purchase order or placing an order on account, the purchasing organisation confirms that it has read and accepted this policy.
Scope
This policy applies to organisations wishing to:
- purchase training, consultancy or services by invoice
- purchase memberships or subscriptions by invoice
- purchase digital resources
- submit a purchase order
- register Child Therapy Practitioners Limited as an approved supplier
How to Place an Order
We recognise that many organisations operate formal procurement procedures. The following process helps ensure orders are authorised and processed efficiently.
Step 1 – Request a Quote or Pro Forma Invoice
Please contact:
We will provide a written quotation or pro forma invoice confirming:
- products or services requested
- total cost
- any applicable administration fee
- validity period of the quotation
This provides your finance team with the information required to raise a purchase order.
Step 2 – Obtain Internal Approval
Before we can process your order, we require one of the following:
- a valid purchase order issued by your organisation; or
- written confirmation by email from an authorised budget holder confirming approval to proceed.
This protects both organisations by ensuring expenditure has been formally authorised before services commence.
Unfortunately, we cannot process:
- verbal instructions
- informal requests
- purchase requests made by staff without purchasing authority
If you are unsure who can authorise expenditure within your organisation, please confirm this internally before contacting us.
Step 3 – Submit Your Purchase Order
Purchase orders should be emailed to:
Purchase orders should include:
- organisation name
- billing address
- purchase order number
- contact name
- contact email
- description of goods or services
- agreed quotation amount
- administration fee (where applicable)
Where a purchase order cannot yet be issued, written approval from an authorised budget holder may be accepted provided the purchase order follows within five working days.
Step 4 – Invoice and Order Confirmation
Once we receive a valid purchase order or written authorisation, we will:
- issue a formal invoice
- confirm your order
- arrange access to digital products, memberships or services where applicable.
Access is not granted on the basis of an intended order or pending approval.
Public Sector Procurement
Child Therapy Practitioners Limited welcomes purchase orders from:
- Schools
- Multi-Academy Trusts
- Local Authorities
- NHS organisations
- Universities
- Colleges
- Public sector organisations
We are happy to complete reasonable supplier registration requirements where these form part of your procurement process.
Administration Fee
Orders placed by invoice or purchase order are subject to an administration fee.
This reflects the genuine administrative work involved in processing organisational purchases.
Order Type | Administration Fee |
Standard Orders | £25 |
Mid-Size Orders | £50 |
Large or Complex Orders | £100 |
The applicable fee will always be confirmed before your purchase order is raised and will appear separately on both quotations and invoices.
Administration fees contribute towards:
- supplier registration and vendor setup
- completion of procurement documentation
- invoice preparation
- purchase order administration
- finance correspondence
- multi-user account setup
- team access configuration
- commissioning administration
Administration fees are fixed, non-refundable and separate from the cost of the products or services purchased.
Payment Terms
Unless otherwise agreed in writing, payment is due within 30 calendar days of the invoice date.
Payment should be made by BACS using the bank details shown on the invoice.
The purchasing organisation remains responsible for payment within the agreed timescales, regardless of:
- internal approval processes
- staffing changes
- purchase order delays
- budget transfers
- internal finance procedures
Access and Non-Payment
Digital access, memberships, training or consultancy services are normally provided once an invoice has been issued.
Where payment becomes overdue, we will contact the purchasing organisation to resolve the matter.
If payment remains outstanding and no alternative arrangements have been agreed, we reserve the right to suspend access to digital services until payment has been received.
Wherever possible, we will seek to resolve matters collaboratively before taking further action.
Late Payment
Where payment remains outstanding following our payment reminders, we reserve the right to apply statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
Where applicable, we may charge:
- statutory interest at 8% above the Bank of England base rate, calculated daily from the payment due date; and
- statutory compensation of:
Invoice Value | Compensation |
Under £1,000 | £40 |
£1,000 – £9,999.99 | £70 |
£10,000 or above | £100 |
We appreciate that delays within public sector organisations are often administrative rather than intentional and will always seek to resolve matters amicably before applying statutory charges.
Supplier Registration
If your organisation requires supplier or vendor registration before placing an order, please email:
Where required, we are happy to provide:
- company registration details
- confirmation of bank details
- public liability insurance certificates
- employer’s liability insurance certificates (where applicable)
- signed supplier documentation
- confirmation of trading status
Completion of supplier registration documentation is included within the applicable administration fee.
Amendments, Cancellations and Refunds
Once an invoice has been issued and access or services have been provided, the order is considered accepted.
Any amendments requested after this point are subject to our written agreement.
Refunds and cancellations are governed by our separate Refund and Cancellation Policy.
Data Protection
We retain records relating to supplier registrations, quotations, purchase orders and invoices in accordance with our Data Retention Policy.
All personal information is processed in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
Governing Law
This policy is governed by the laws of England and Wales.
Any dispute arising from this policy shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Contact
Child Therapy Service
General Enquiries: [email protected]
Accounts, Purchase Orders & Supplier Registration
[email protected]
Telephone: 01323 749434
Website: https://childtherapyservice.org.uk