Invoice Requirements

A Tradestone Commercial Invoice must be generated prior to shipping for each purchase order, unless otherwise agreed. Non-Tradestone invoices are accepted by exception only, prior agreement must be sought by EU Vendor Relations before submitting a non-Tradestone invoice. Delays in submitting invoices or failure to submit invoices via the Tradestone portal may result in a delay of payment.

Please reference the Tradestone User Manual for instructions on how to generate your invoice. Please note, when the invoice is generated in Tradestone it should not be emailed to Accounts Payable, it will automatically send to AP upon receipt of goods at the EU URBN facility. It is therefore vital that invoices are generated prior to the product arriving at the URBN Facility.

US / EU Purchase Order Invoice Requirements:

• Domestic Shipments: Vendors are only permitted to have 1 Packing list and 1 Invoice per Domestic Purchase order/Shipment.
• Import Shipments: Vendors are encouraged to consolidate POs on the same AWB (Air) or BOL (Ocean) on the same Tradestone Commercial invoice. For further guidance, please refer to the TS User Manual – How to put Multiple POs on one invoice

URBN defines Import as any international shipment where URBN is acting as the Importer of Record - please refer to PO Import/Domestic flag

How to Check whether your POs have been Received in TradeStone

Payment Terms: All URBN UK LTD invoices are paid as per the terms outlined on your PO, this is always NET 60 days after the point of receipt at our facility. Other payment terms are by exception only and should be agreed with the Buying Team prior to your PO being raised.

If you are under a factoring agreement, you must indicate your factor’s name and remittance address on the Tradestone invoice under the “Additional Information” section.

In the event it has been agreed with Vendor Relations that you can submit your own invoice to our AP team (Domestic invoices only), then it must require the following information to be approved for payment:

• Invoice number
  
• Invoice date
  
• Remittance address
  
• URBN UK LTD. vendor number
  
• URBN UK LTD. purchase order number
  
• URBN UK LTD. SKU and colour
  
• Product description
  
• Unit cost (inclusive of all discounts and allowances)
  
• Vendor item number
  
• Quantity
  
• Total amount owed
  
• Country of Origin
  
• VAT Number (Where applicable)
  

Note: The Payment of an invoice will not constitute acceptance of goods and will be subject to adjustments for errors, shortages, defects in the goods, or other failure of the Vendor to meet the requirements of their agreement.

Invoicing for Samples: Samples are provided by the vendor at no charge to URBN UK LTD.

If you prefer to send pre-approved self generated invoices via regular mail please send to the address below:

URBN UK Ltd
146 Brick Lane
London
E1 6RU