Order Number System (ONS) Explanation

If you want us to pay for any work, please do not instruct a Contractor until you have received an order number from us.

Upgrades

Typically, GP partners fund property upgrades and then claim this expenditure back through their rent sheet to Housing Benefit over a three-year period. If you do not have the cash available for the upgrades (£3,000 - £4,000), you can use the ONS system and then pay GP back for these items over 3 years as this income comes in through your rent sheet. Upgrades to be funded by GP should be identified and estimated before GP bids on the property.  Please discuss this with your PM if this is not the case.  This is to ensure upgrades can be reclaimed via EA through the rent sheet.

Ongoing Repairs

For repairs that GP is financially responsible for under your lease (see Repairs & Maintenance section and Annex 1 of your lease). Most leases are fully repairing & insuring so GP are not responsible for on-going repairs.  

Order Number System (ONS) Guidance

Note: Only GP Partners complete an Order Number Submission Request Form, Contractors themselves do not complete the ONS Request Form.

• Invoices are paid every fortnight, therefore depending on when invoice is submitted to accounts, the contractor will be paid max 3 weeks from GP accounts receiving invoice.
• Partner needs to check that the contractor is happy with this before completing the form  
• Partner completes ONS Request Form.
• Our Partner Support Team then emails the Partner a Purchase Order if the job is approved by GP.  
• If the Order has not been approved the email will contain a query about the submission.
• Once the partner receives the Purchase Order the partner can instruct contractor to start.
• The Purchase Order will include the address of where the contractor is to email or post the invoice.
• The Contractor cannot be paid unless GP has received an invoice from the contractor.  
• Payment can only be paid after the partner has emailed invoice@ the invoice, and confirmation that the work has been completed  

If the repair is an emergency and cannot wait the Partner can call their GP Partnership Manager.

Process

• Our Partner Support Team (PST) manages order number submissions and processes them accordingly.
• The PST emails our CEO twice a week requesting from him one of the following:
  • Order number
  • Queries about request  
  • Or rejection
• CEO emails back PST on the same day
• PST then emails partner with a Purchase Order, Query or Rejection
• Partner replies to PST to confirm
• Partner tells Contractor to post invoice to Union Street or emails it to invoices@greenpastures.co.uk
• The Accounts Department will then process invoices and arrange payments twice a month.  
  • Invoices received between 8th & 21st of each month, are paid on 28th of the same month. Invoices received between 22nd of the previous month, and 7th of the current month, are paid on 14th of the same month.