AGILISYS LIMITED

Payment Terms

Dispute Resolution Process

Our organisation maintains a strong control environment to ensure accuracy, transparency, and compliance in all payment processes. We operate under a “No PO, No Pay” policy, which requires all supplier invoices to reference a valid purchase order number before processing. This ensures that only authorised commitments are paid. Once goods or services are received, we perform a goods receipt verification to confirm that deliveries match the approved purchase order and supplier invoice. Payments are only released upon successful three-way matching between the purchase order, goods receipt, and invoice. In cases where goods or services are not fully received or discrepancies arise, we follow a structured dispute resolution process: Initial Review: The accounts payable team flags and records the discrepancy in our financial system, noting the reason for dispute (e.g., quantity, quality, price variance, missing documentation). Stakeholder Collaboration: We work closely with the supplier, business unit, and other relevant stakeholders to resolve the issue promptly. This includes verifying delivery documentation, service completion evidence, or correcting PO details. Escalation & Timeline Management: Disputes that remain unresolved after a defined period (e.g., 10 business days) are escalated to the relevant procurement manager or finance lead to expedite resolution. Documentation & Audit Trail: All dispute communications and resolutions are documented to maintain a complete audit trail, ensuring transparency and compliance with Companies House reporting requirements. Supplier Performance Monitoring: Repeated disputes or delays are reviewed as part of supplier performance assessments to identify and address recurring issues. To further strengthen our control environment, we ensure: Segregation of duties between procurement, goods receipt, and payment approval functions. Periodic internal audits of the accounts payable process to identify control gaps. Clear approval hierarchies and system based controls that prevent unauthorised payments. Regular training and awareness for staff involved in the purchase-to-pay process to maintain policy compliance. This structured approach ensures that disputes are handled efficiently, supplier relationships are maintained professionally, and all payments adhere to our internal controls and Companies House requirements.

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