Order Process

1- Enquiry made for Good or Service

Before purchasing goods or services, a member of our staff (or Procurement Team member who is assisting with the procurement)  will contact the supplier to request a quote. The supplier will be provided with a summary of Tearfund's requirements for the item or service in question.

2- Quotation Provided

If the supplier is able to meet Tearfund's requirement, they can provide a quotation for the good or service.

3- Quotation(s) Evaluated

Tearfund will then assess quotes provided by supplier(s) to ensure best value for money for the organisation, taking into account both quality and price criteria.  Tearfund will then select it’s preferred supplier and inform all bidders of the outcome.

4- Onboarding of Supplier (New Supplier)

If Tearfund has not previously worked with the supplier the supplier will be onboarded onto Tearfund's systems. A summary of the onboarding process can be found here.

5- Purchase Order Sent

After reviewing the quotation(s) provided, Tearfund will issue a Purchase Order to initiate the purchase of the goods or services. This will come in an email from Coupa. A Purchase Order is a legally binding document sent by a buyer (in this instance, Tearfund) to a seller to confirm their intention to purchase goods or services.

A purchase order is a legally binding document that commits Tearfund to paying for the goods or services upon receipt so long as they have been provided to the agreed quality.

6- Provision of Good or Service

After receiving the Purchase Order from Tearfund, the supplier is expected to provide the goods or services as stipulated by the Purchase Order. This provision must be made in line with Tearfund's standard terms and conditions for the supply of goods and services, and any accompanying contracts (if applicable).

7- Submission of Invoice

After delivery of the goods or services, the supplier will proceed to invoice Tearfund for the work. This invoice must include the Purchase Order number so that Tearfund can identify the invoice and match it against the corresponding Purchase Order. There are 3 options available to Suppliers on how to submit invoices on which more information can be found here . More information on what to include in your invoice can be found here.

8- Settling of Invoice

The invoice will be settled according to the agreed payment terms. Unless otherwise stated or agreed, Tearfund's default payment terms are 30 days. By providing goods and services under a Purchase Order you hereby agree to invoice Tearfund in line with these payment terms.

Outlined above is the standard order process for Tearfund. There may be some scenarios where this process looks different depending on the particular goods or services being provided. 

• For queries in regards to contracts or the goods or services you are providing please contact the UK staff member who placed the order with you.

• For queries in regards to the new supplier form and order process please contact the Procurement team at global.purchasing@tearfund.org

• For support in using Coupa please contact Coupa Support at coupa.support@tearfund.org

• For support regarding accounts, invoices and payments please contact our finance team at plinvoices@tearfund.org