AGILISYS LIMITED

Standard payment terms for external and intercompany suppliers are 30 days. The standard payment terms for
contractors are 15 days. However, these terms do vary on occasion based on the individual agreements with
suppliers.

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.