New suppliers

If the supplier contract or commitment has a value exceeding £5000, please ensure the Barnardo's Procurement Policy has been followed

You can add a new supplier using our HR and Finance system, Dynamics 365. Read the quick guide below and find further details on the Business Services Hub. 

You need to complete the new supplier form for:

• Suppliers (these will be a commercial suppliers)
• Consultants (consultants who invoice for payment)
• Foster Carers
• Trainees/Young People
• Volunteers
• New colleagues or those who haven't claimed expenses before (you will need to set yourself up as a supplier so you can be paid your expenses)

1. You can only submit a request for a new supplier once approval is given by a budget holder to enter a contract or commitment prior to any work or service commencing. 

2. Log in to Dynamics 365 and check if the supplier is already on the system by searching for it, following the 4 steps under BACS Payment, before submitting a form.  

3. If the supplier isn't on the system, click on ‘New Supplier Form’ or enter ' ‘New Supplier Set Up Form’ in the search function. 

4. Complete the form

5. You must send the form to a budget-level approver. Enter their name and email address on the form. Ensure that the correct details are entered, to make sure that the approver receives the request for approval.   

6. Submit for approval. 

7. You will receive an email notification informing you that your supplier has been set up along with the supplier number. You will be notified as soon as the approver has reviewed and approved the submission.

Contact information 

Get in touch with our teams if you have a question:  

• Contact the Accounts Payable team if you need any new supplier details to be amended or your if new supplier has a change of bank details. 

• You do not need to email the Accounts Payable team when you submit the new supplier form.   

• FAQ’s have been published with additional information, such as if your new supplier has changed their name, or bank account detail. 

• If the supplier contract or commitment has a value exceeding £5000, please ensure the Barnardo's Procurement Policy has been followed.