Supplier information

This provides details of Barnett Waddingham’s Purchase Order terms and conditions for providing those goods and services.

Goods and services T&Cs

This provides details of Barnett Waddingham’s terms and conditions when the supplier is considered to be a data processor.

Data processing T&Cs

At Barnett Waddingham, we recognise the crucial role that our suppliers play in helping us achieve high performance and maintain our reputation as a trusted partner to our clients across both the private and public sectors.

The following Supplier Code of Conduct outlines the essential requirements that our suppliers, consultants, and contractors must meet when providing goods and services to or on behalf of Barnett Waddingham. This Code serves as a foundation for our expectations, ensuring that all parties uphold our standards of ethical and professional behaviour.

We therefore ask our suppliers to adhere to our Supplier Code of Conduct and to promote our standards within the supply chain. We expect our suppliers to have processes in place to support meeting these standards and to be able to provide supporting evidence if requested.

Supplier Code of Conduct

To ensure your invoices are processed and paid on a timely basis by Barnett Waddingham, please use one of the following submission methods:

1. Supplier Portal - The Supplier Portal is our online platform that allows suppliers to manage their interactions us. Through the portal, registered suppliers can perform various functions:
 

• Invoice submission: Suppliers can submit invoices directly through the portal, ensuring they are immediately recorded in our accounts payable system.
• Order management: View and manage purchase orders received from Barnett Waddingham.
• Payment tracking: Track the status of submitted invoices and payments.
• Document management: Upload and manage important documents, such as contracts, certifications, and compliance documents.
• Profile management: Update company information, banking details, and contact information to ensure accurate and up-to-date records.

If you are already registered as a supplier, however do not know how to access the portal, please contact suppliers@barnett-waddingham.co.uk

2. Email – All invoices not submitted via the portal will need to be emailed to Barnett Waddingham. The following guidance is available for email invoice submission.

• Invoice email submission - Send invoices to the appropriate email address specific to the Barnett Waddingham entity you are billing. For those who choose to submit their invoice via email, they need to be sent to

• Invoice attachments only: Ensure that only invoices are attached to the email.
• Accepted formats: Invoices should be in one of the following formats:
  • PDF (minimum 300 dpi)
  • TIFF
  • MS Word
  • MS Excel
• Purchase order number: Clearly state the BW Purchase Order Number on your invoice. If the invoice is not related to a purchase order, include the BW contact name. If you are unsure of the PO number, request it from your BW purchasing contact before submitting the invoice.
• No email body information: Do not include important information in the body of the email, as it will be removed by the system. If additional information needs to be provided, attach it as a separate document.
• Non-invoice submissions: Queries and other documents (e.g., statements, banking/address changes) should not be sent to the invoice submission email addresses.

By following these guidelines, you will help ensure that your invoices are processed efficiently and paid on time.

Registering as a prospective supplier

We are committed to partnering with suppliers who share our values and uphold our professional standards. To begin working with Barnett Waddingham, all prospective suppliers must onboard through our supplier portal and undergo an evaluation process. Here’s what you need to know:

• Email Invitation - The supplier point of contact will receive an email invitation to create an account and submit a supplier onboarding questionnaire in BW’s Supplier Portal. If you haven’t received an email invitation, please reach out to your contact at BW.
• Creating an Account - Follow the information provided in the email invitation to create an account in the supplier portal. This process takes approximately five minutes.
• Completing the Onboarding Questionnaire - The supplier onboarding questionnaire will take about 15 minutes to complete. You will need the following information:
  • Contact Details: Supplier name, business address, phone number, etc.
  • Product or Service Information: Category and description of products or services offered.
• Payment Details -
  • Tax ID/VAT registration number 
  • Preferred payment method 
  • Remittance details (bank name and address, SWIFT/BIC code, payment currency)
  • Bank account holder name, account number, and sort code.

Maintaining your account

You can maintain and update your organization's account directly in the Supplier Portal using the credentials created during the login setup.

After Submission

After you have submitted the initial required information, the following will happen:
 

• Review Process: Once you’ve provided all the necessary details, we will review your submission.
• Due Diligence: We will perform internal due diligence to ensure that your practices align with our standards
• Approval Notification: Upon approval, your BW point of contact will confirm your status as an approved supplier.