The New Year is approaching and we are preparing to close our 2025 financial books. This message serves as a reminder that it is essential to submit all invoices you currently hold and/or ask your vendors to issue and send their invoices as soon as possible. Only then can our 2025 costs be complete and correctly reflected in your respective areas.

Below are the key deadlines from a Payments perspective:

• 24^th December 2025 – Last CHAPS payment run. After this date, no CHAPS / URGENT / Advance / Donation payments will be processed until 31^st December 2025.
• 24^th December 2025 – Final date for submitting additional BACS payment requests.
• 24^th December 2025 – Final date for manual postings and payment requests.
• 28^th December 2025 – Deadline for processing all Purchase Orders (POs) and Goods Receipts (GRs).

Please remember that posting a Goods Receipt in SAP is mandatory to ensure that costs are correctly classified in the appropriate area.

Considering the Christmas period and reduced availability, we kindly ask the Procurement team / Buyers to actively clear their SAP workflow queues throughout December so we can achieve the lowest possible backlog before the year-end close on 31^st December.

For your reference:

• Invoice submission: [email protected]
• Invoice or payment-related queries: [email protected]

During the holiday period we also strongly recommend using the SAP substitution process to avoid delays in invoice coding and approvals.

Please note that the SAP substitution will only work if the nominee has the same SAP roles and approval limits for PO and Non-PO invoices as the original coder/approver.

The Communications team has also published a useful article “Are you Holiday Ready?” in UKNews which includes guidance on redirecting your SAP workflow – you can read this HERE

We are also sharing an updated P2P contact list, including new escalation points, for your reference. You can download this HERE.