Terms of Trade apply to Virgin Atlantic and Virgin Holidays’ contracts and set out what is expected of suppliers when working with us
Terms of Trade apply to Virgin’s contracts and any purchase by Virgin is conditional upon the supplier's acceptance of these Terms of Trade. The supplier should notify us if it does not wish to accept these Terms of Trade.
Our Terms of Trade may be updated from time to time and suppliers should review this site regularly to ensure they have read and understood the current Terms of Trade. ??
No terms contained in any supplier invoice, delivery note or other like document issued by the supplier will be of any effect unless they have been confirmed by Virgin in writing.
When ordering goods or services Virgin generates a unique purchase order. This purchase order is then issued via email.
Virgin adopts a strict No PO, No Pay policy and suppliers must be in receipt of a valid purchase order, or as a minimum the PO number, before providing the goods or services.
If you currently receive your purchase orders in the post but would rather receive them via email please contact us at email@example.com.
How to send us your invoice
We prefer to receive electronic invoices and more information on the benefits of doing this can be found here.
Virgin Atlantic suppliers must submit invoices via our e-invoicing partner, Tradeshift . Any invoices received via email will be rejected with a request to resubmit through Tradeshift. If you are experiencing issues with the Tradeshift registration/submission process then please either contact Tradeshift direct at - LINK or email EINVoicing@fly.virgin.com.
Suppliers not yet registered with Tradeshift must email invoices to firstname.lastname@example.org.
Virgin Holidays suppliers should submit their invoices to Omnidox Scanning at email@example.com
If you are unable to submit electronic invoices it’s really important that your paper invoices are clear and easy to read. In order to facilitate prompt payment supplier invoices must be sent to:
Virgin Atlantic Airways Ltd
PO Box 688
Please be aware of the following when submitting an invoice:
The invoice must be compliant (see below)
The invoice must reflect the quantity and price as set out in the purchase order. Any changes to price or quantity must be agreed with the originator of the purchase order before providing the additional goods or services and an amended purchase order will be provided if agreed.
If the supplier's name and/or address on the invoice is different to that stated on the purchase order the change in details must be confirmed before the invoice can be processed. This can be done by amending your details in our supplier portal and attaching a pdf letterhead .
To ensure we pay on time it is important that your invoice is legally compliant and that it includes the following.
Addressed to the Virgin Atlantic/ Virgin Holidays as appropriate.
Supplier's name and address
The word invoice (or if a credit note, the words credit note)
Purchase order number
Value and currency
Description of goods and services supplied
Business contact details
Any unique reference number or information requested by the Virgin.
If VAT is applied, the invoice should be split between the net value of goods and services, the rate and amount of VAT, and the total value of the invoice. A valid and current VAT number must also be displayed.
Please note that any invoice which does not contain the above information will be returned to the supplier for resubmission with the correct information. Non-compliant invoices may lead to a delay in payment.
How we pay you
Virgin’s payment terms are 60 days from the date of invoice receipt in line with the Prompt Payment Code. However, where clauses are agreed which vary the terms of payment, these will be honoured. Furthermore we expect our suppliers to pay sub-contractors promptly and within a period not exceeding that set out above.
Virgin reserves the right to withhold payment where the goods or services have not been provided in accordance with the contract.
It is essential that the invoice is in line with the purchase order. Where these do not match the invoice will require investigation which may lead to a delay in payment.
Supplier queries must be emailed to APHELP@fly.virgin.com and supplier statements to firstname.lastname@example.org
We would like to encourage all our suppliers where possible to use electronic invoicing as there are lots of benefits for both you and us:
Free for our suppliers to register and submit e-invoices to us
Reduction in payment delays as invoices received via the e-invoicing system are automatically compliant and are sent straight into our finance system
Reduced postage and printing costs
No more lost or misplaced invoices
Massively reduces paper usage
Suppliers will need to register with our e-invoicing partner Tradeshift for free in order to submit electronic invoices.
There are a NUMBER OF ways that you can create electronic invoices:
Suppliers with low volumes of invoices can use ‘PO Convert/Flip’ functionality. This entails a simple ‘click’ conversion of your PO into a fully compliant electronic invoice
Suppliers with high invoice volumes can take advantage of a technically integrated solution that fully automates electronic invoice submission
To find out more Click here (LINK TO EINV SUPPLIER)