Supplier Portal

Get the most out of Colt

On this page:

Supplier ethics
Code of conduct
Procurement policies
Terms & conditions
Sustainable procurement
Invoicing
Supplier management

Working with us

Colt buys products and services across different markets and within multiple geographies. Colt procurement is working to sure we are:

Legally compliant, accountable and auditable
Transparent, fair and competitive
Ethically, environmentally and socially responsible
Economically effective - achieving the greatest value at the most effective cost of ownership while ensuring service and supply continuity
Maintaining the ability to exploit new opportunities as they arise by being adaptive to technological, commercial and organisational developments
Risk-aware: identifying, minimising and managing risks that may threaten the supply chain or the wider organisation
Committed to continuous improvement and development

"At Colt, we value partnerships that foster long-term, mutually beneficial relationships characterized by reliability, openness, and performance. Our supply chain management leverages global purchasing markets to ensure reliable end-to-end supply chains, contributing to business success and competitive advantages.

We prioritize integrity in our partnerships, with all colleagues and suppliers adhering to Colt’s Code of Business Conduct and Supplier Code of Conduct. Our rigorous supplier selection and management processes ensure that all parties’ interests are met.

Colt is committed to reaching net zero greenhouse gas emissions by 2045, and our suppliers play a crucial role in advancing Environmental, Social, and Governance (ESG) practices. Inclusion and diversity are core to our strategy, driving the best insights and outcomes.

By partnering with trusted suppliers globally, we cultivate new ideas, drive mutual value, and achieve our vision. We aim to increase value creation through innovation while ensuring product availability at the best cost, responsibly and sustainably."

Keri Gilder

CEO, Colt

Supplier code of conduct

Colt is committed to the highest possible standard of corporate governance and responsibility.

Our policy is not merely to comply with the letter of laws or regulations, but rather to instil and maintain a true culture of compliance wherever we do business. In consequence, Colt expects that all Suppliers will embrace the letter and spirit of its commitment to integrity.

Read our supplier code of conduct

Sustainable procurement

Colt is on a green journey, working hard to ensure that we are making sustainability a priority during any decision-making.

We’re looking at how those around us embed sustainability too.

The way we procure goods and services is of critical importance. As our customers expect Colt to be an increasingly environmentally aware, we must consider the entire life cycle of what we purchase. Selecting the right suppliers and partners has a significant positive impact on our carbon footprint and emissions as a company.

Data protection

Colt announced the 15/11/2021 that it has received official approval of its Binding Corporate Rules (BCRs) from the European Data Protection Board (EDPB).

This currently makes Colt one of less than ten companies globally with EDPB-approved Controller and Processor BCRs, and the only voice and data communications provider in the world to have obtained GDPR-compliant BCRs, giving customers peace of mind that the company is focused on security and protecting their data. Approved Binding Corporate Rules are a recognition of Colt applying the highest possible standards of data protection when transferring personal data.

Data Processing Agreements : Ensure that all data processing activities are governed by comprehensive Data Processing Agreements (DPAs) that outline the responsibilities and obligations of both parties concerning personal data.
Data Security Measures : Implement robust security measures to protect personal data from unauthorized access, loss, or breaches. This includes encryption, regular security audits, and access controls.
Data Subject Rights : Assist us in responding to data subject requests, such as access, rectification, and erasure requests, in a timely and efficient manner.
Data Breach Notification : Promptly inform Colt of any data breaches within 72 hours that may affect the personal data we share with you, and cooperate with us in mitigating the impact and notifying the relevant authorities if necessary..
Training and Awareness : Ensure that your staff are well-trained and aware of GDPR requirements and best practices for data protection.
Regular Audits and Assessments : Participate in regular audits and assessments to verify compliance with GDPR and identify areas for improvement.

Read our binding corporate rules

Procurement policies

Colt strictly follows a "No PO, No Pay" policy. This means:

Do not start any activity without a valid Purchase Order (PO)

We will not process any invoice without a valid and authorised PO number. All invoices submitted for payment must be associated with an approved PO from our organisation.

Mandatory inclusion of PO number on invoices

To avoid any delays or payment disputes, we ask all suppliers to include the corresponding PO number on every invoice submitted to Colt. The PO number serves as a reference and ensures accurate processing, and allocation of funds and secure approvals.

Invoices received without a valid PO number are considered non-compliant with our payment procedures. By accepting to work without a PO number, you accept the risk associated with potential delays or non-payment.

We understand the importance of maintaining a strong working relationship with you. Therefore, we insist on your collaboration with us in complying with this policy effectively. This will help streamline our payment processes, ensure all requests are properly funded and approved and ensure prompt and accurate payments for your services.

Certain categories of spend may be exempt from the “No PO – No Pay” policy. It is expected that when engaging with Colt, the question is raised to confirm exemption or not.

Should you have any questions or require further clarification, please feel free to reach out to our Procurement HelpDesk ([email protected])

What a supplier can expect of us

If you are considering applying to Colt to be a supplier/vendor, here is what you should expect from Colt during the onboarding process.

If appropriate, Colt will engage with you, and as part of the process, Colt will ask you to:

Sign a non-disclosure agreement (NDA) - no changes to the document
Sign a copy of the Colt Supplier Code of Conduct
Complete relevant Risk Questionnaires via our Vendor Risk Management portal
Complete a Supplier information form - providing details such as Company Address, Company Registration Number, Bank Details and VAT number
Sign appropriate Colt contractual agreements

Colt will never request a processing or administrative fee from any potential or current supplier, as part of tendering or on-boarding. If you have any concerns about a payment request from anyone acting for or on behalf of Colt, please immediately alert this to [email protected], or use the whistleblowing hotline (details available at the end of the Code of Conduct.

Procurement involvement

Please ensure you involve Colt's procurement team as soon as any Colt member reaches out to your company. This will:

Avoid delays in closing the deal

Shorten the onboarding process

Be compliant with Colt's policies

Colt terms and conditions

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Include some information here as to what the Colt Terms represent, and why they are a valued part of the supplier's information pack.

Read our terms and conditions

Colt contract hierarchy

Glossary

Overview of types of contracts

Addendum Agreement
Agreement would be used when both parties want to include new information or obligations, such as adding a new service, product, or condition to the contract.

Amendment Agreement
Applies where additional terms need to be added to the main agreement or existing term variations to the main agreement between Colt and Supplier.

Background Screen Agreement
Sets out obligations for a Supplier to perform. Purpose is to ensure that the supplier's personnel or subcontractors apply Colt's level of screening for the individuals requiring access to Colt, and the agreement is used to perform a background check on someone before offering them employment, conferring an award. This must be carried out prior to the individual access to Colt.

Colt Short Form Terms of Purchase
The standard Colt Short terms and Conditions of Purchase agreement which Supplier and its Affiliates will provide, and a Colt Affiliate will purchase certain Goods and/or Services. Includes clauses but not limited too; Applicability, Provision of Services, Delivery; Provision of Products, Fees; Invoicing, Warranties, Liability, Term, Termination, Confidentiality; Publicity, Data Protection; Other Provisions, Annexure A: Applicable Schedules

Data Protection Agreement or Data Controller Statement
Data Protection Agreement will apply if the Supplier is managing personal data. If Supplier is a Data Controller, Supplier would need to provide letter or statement confirming they are Data Controller.

Framework Supply Agreement (FSA)
Sets out the framework agreement under which a Supplier and its Affiliates will provide, and a Colt Affiliate will purchase certain Goods and/or Services. Includes clauses but not limited too; Term of the Agreement, Change Control, Fees & Payment Terms (60 days) , Confidentiality, Publicity and Use of the Colt Trademark, Data Protection, Termination, Consequences of Termination, Limitation of Liability, Applicable Law, Schedule 2: Applicable Schedules.

Non-disclosure agreement (NDA)
An agreement for which the purpose of NDA is to secure the confidential information shared between the parties, to evaluate and discuss any commercial relationship.

Purchase Order (PO)
A commercial document and official offer issued by Colt to Supplier indicating types, quantities, and agreed prices for products or services. Colt operates a No PO No Pay policy. Colt standard terms and conditions apply and this in addition to the terms and conditions in a Statement of Work where applicable.

Statement of Work (SoW)
The (SoW) Statement of Work is a business and commercial document governed by the terms of Framework Services Agreement or the Colt Short Form Terms & Conditions of Purchase agreement. SoW, details the Goods and/or Services, Deliverables and Milestones and any other applicable business terms between both parties.

Telecoms Security Act UK Addendum
Sets out the terms on which Colt and/or its Affiliates may purchase goods and/or services from the Supplier and/or its Affiliates and where the Telecoms Security Act UK is applicable.

UK IR35 Schedule
Outside of IR35 schedule is an auxiliary agreement between the supplier and Colt to contractually detail the working practices required for workers who are determined as outside of IR35. These clauses will reflect the true realities of an engagement and are agreed by both parties. Colt expects these clauses to be mirrored in any downstream agreements between the supplier and any third parties the supplier uses in order to provide the services of the contractor assessed.

Overview of types of schedules

Disaster Recovery and Business Continuity
When carrying out its due diligence on a potential service provider, Colt needs to ensure that the Supplier meets Business Continuity Plan and Disaster Recovery requirements. Such requirements should then be adequately addressed in the contract between Colt and the Supplier so that these become contractual commitments.

Eco Vadis Schedule
Supplier to warrant its EcoVadis rating and to satisfy Colt’s requirements of such compliance.

Hardware Maintenance Schedule
Terms for Supplier to carry out tasks ranging from the commissioning of new hardware to repairing faults and carrying out regular preventative maintenance, as an example. Software can be relevant only insofar as it relates to the installation or maintenance of hardware. If it does, consideration then to be also reviewed against the Software schedule as well.

Hardware Supply Schedule
The Supplier provides the Hardware, including any integral Software.

Hardware Trial Schedule
If a Colt Affiliate wishes to trial any Hardware, this schedule will apply. Relevant terms will be agreed in a Statement of Work.

Hosted Services Schedule
A Service provided by the Supplier Affiliate under which the Supplier Affiliate itself installs and maintains Software, Hardware or Products and offers remote access to them, and the facility to make use of them to the Colt Affiliate as a Service.

Products Schedule
Product Schedule is for the purpose for supply of Product that is executed and delivered by the Supplier.

Professional Services Schedule
Supplier Affiliate shall provide the Professional Services and deliver any Deliverables to the Colt Affiliate in accordance with provisions in the Schedule.

Reseller Supply Schedule
Supplier Affiliate provides Resold Products (including any Integral Software) to the Colt Affiliate in accordance with: (a) the relevant PO Agreement and Statement of Work; (b) the Specifications for the Resold Products; and (c) the provisions of the Schedule.

Software Development Schedule
Provisions shall apply in respect of development of Bespoke Software. It does not apply to standard “off the shelf” software except to the extent that such software is being adapted or modified specifically for a Colt Affiliate

Software Support Schedule
An agreement setting out as a minimum: (a) details of the Software for which the Support Services are required; (b) the total amount of Fees for Software Support Services required; and (c) the duration of the provision of the Software Support Services.

Standard Software Licensing Schedule
An agreement setting out as a minimum: (a) details of the Software including the type of license required; (b) the total Fees applicable; (c) reference to any applicable Statement of Work and (d) any applicable Specification; and (d) the duration of the license of the Software.

Sustainability Schedule
Purpose is for Supplier to develop and implement a plan, if not already in place, to reduce carbon emissions and set a Science-Based Target (SBT) within 2 years. This schedule applies to all goods and services provided by Supplier to Colt.

Training Services Schedule
To set out with Supplier Affiliate as a minimum: (a) details of the Training Services required; (b) the total amount of Fees for such Training Services; (c) the duration or quantity of the Training Services and (d) reference to any applicable Statement of Work

TUPE Schedule
Purpose is to protect employees if the business in which they are employed changes hands. Its effect is to move employees, and any liabilities associated with them from the old employer to the new employer by operation of law.

Sustainable procurement

Colt is on a green journey, working hard to ensure that we are making sustainability a priority during any decision-making. We’re looking at how those around us embed sustainability too.

The way we procure goods and services is of critical importance. As our customers expect Colt to be an increasingly environmentally aware, we have to consider the entire life cycle of what we purchase. Selecting the right suppliers and partners has a significant positive impact on our carbon footprint and emissions as a company.

Collaboration across the value chain

At Colt Group, we want to work with who can support our ESG journey. Our supplier code of conduct and our Sustainable Procurement Policy set out the standards of sustainability and corporate governance that we expect them to adhere to.

We consider sustainability criteria in the selection, management and evaluation of our suppliers and we use our Vendor Risk Management System (VRM) and RFP scoring to measure ESG supplier performance. All new suppliers with an estimated speed greater than €50k are subject to the full VRM standard as a condition for approval. Existing suppliers are assesed when their contracts are due for renewal.

The VRM covers a wide range of ESG issues including environment, health and safety, anti-bribery and corruption, data protection, cybersecurity, human rights and modern slavery protection. We also assess suppliers' approach to Diversity, Equity and Inclusion and we are keen to improve this part of our work with our value chain. We also have a target to use more SMEs and local suppliers.

73%
of our suppliers have been engaged in ESG topics (70% in 2022)

4600+
suppliers from 55 countries in 2023 (Colt Group)

89%
of our suppliers have signed our Supplier Code of Business Conduct

Invoicing

"Submit right, get paid on time - every time!"

616e8821988eb2257d60b46a_CX Award Silver

Contents:

Invoice requirements
PDF invoice formats
Vendor details changes/updates
Billing information
Payment contacts
Get help

Invoice requirements

To ensure Colt Technology Services can process supplier invoices accurately, efficiently and deliver timely payments, it is imperitive for suppliers to follow the below requirements for creating invoices:

Required fields

Invoice number (unique invoice number per invoice)
Contract number / Account number
Invoice date / Document date
PO number / SES number
Currency
Amount
Buyer reference (reference person at Colt, email ID, phone number)
Supplier reference (reference person at supplier, email ID, phone number)
Full name of the sender (supplier name)
Full address of the sender (supplier address)
IBAN (bank account in IBAN format)
SWIFT (BIC)
Payment Reference (OCR number, KID number)
Full name of Colt entity
Full address of Colt entity
VAT number
Net amount (VAT excluded)
Gross amount (VAT included)
VAT rate applied
Breakdown of the taxable amount (excl. VAT) per VAT rate or exemption
Total VAT amount payable (total VAT amount)
WHT/Retention amount to be clearly mentioned on the Invoice copy

Required fields (if applicable)

Please clearly mention on the invoice if this is a debit or credit invoice in the form of a tax invoice or tax credit note
Please include an updated exchange rate in the case of foreign currency invoices
If you are issuing a credit note, please indicate the original invoice number, referencing the credit note.
Please include Freight cost, if any
Please include TAX Information-AMT / Tax Rate / Exemption reference if any

Required formatting

Please indicate only the current, valid PO number and not an old PO number
The invoice must match the PO (if the PO is split into separate line items, the invoice should be split also)
The unit price, unit of measurement and currency must be the same as on the PO
Material or Service description must be clearly mentioned
Invoice numbers must be unique, and no more than 16 characters long
All serevices invoices are required to include supporting details and documentation relating to the services performed
Wherever e-invoicing is live, please ensure to send the electronic copy only

Submission guidelines

Best practice expected would be to have one PDF invoice per mail
The file size of the email should not be more than 10mb in size
Invoice should be sent in a good quality PDF with pixels - 200dpi
Invoices directly shared with Colt can only be received in PDF. Any other format will be rejected
Password protected documents are not accepted
When submitting an invoice via email, please refrain from including any instructions or requests for action, as they will not be read
Zipped files or emails attached in other emails are not acceptable

Invoices that are non-compliant will be rejected, and a notification sent back to the supplier.

Billing entities

For seamless billing & accurate VAT, please ensure you are always referring to one of the below business entities:

Country	Mailboxes	Colt Billing Name	Colt Billing Address	Colt VAT Number
Australia	[email protected]	Colt Technology Services Australia Pty Ltd	No address given	ABN29631678423
Austria	[email protected]	Colt Technology Services Gmbh	Kärntnerring Ring 10-12, 1010 Wien	ATU45766309
Belgium	[email protected]	Colt Technology Services NV	Accounts Payables, Park Lane, Culliganlaan 2H, 1831 Diegem, Belgium	BE 0461.455.625
Bulgaria	[email protected]	Colt Technology Services GmbH – Branch Bulgaria	3rd floor, 10 Tsar Osvoboditel Blvd, Sredets Region, 1000 Sofia, Bulgaria	BG205565332
Denmark	[email protected]	COLT TECHNOLOGY SERVICES A/S	Borgmester Christiansens Gade 55, 2450 København SV, Danmark	CVR-nr.DK25760352
France	[email protected]	COLT TECHNOLOGY SERVICES SAS	No address given	FR40402628838
Germany	[email protected]	Colt Technology Services GmbH	Accounts Payable, Gervinusstrasse 18-22, 60322, Frankfurt am Main, Germany	DE197498400
Hungary	[email protected]	Colt Technology Services GmbH	Magyarországi Fióktelepe, Andrássy út 100, H-1062 Budapest	HU26732668
Ireland	[email protected]	Colt Technology Services Ltd	Unit 15/16, Docklands Innovation Park, East Wall Road, Dublin 3, Ireland	IE6344439R
Italy	[email protected]	Colt Technology Services S.p.A	ACCOUNTS PAYABLE, Viale Vincenzo Lancetti 23, Milano, 20158, ITALY	IT12286350157

Vendor details updates & change notifications

If you wish to become a Supplier / Vendor with Colt Technology Services, please make sure to complete the registration and onboarding process.

An up-to-date vendor master record is important for Colt to make payment smoothly to our vendors. Vendors should always ensure any information changes to the organisation or bank details are updated at the earliest opportunity.

Account details changes should always be accompanied with authorised signatories on the Vendor Letter Head email, and sent to [email protected].

For contact, address, bank, remittance, or email ID changes, please sen

Supplier management

Sourcing

At Colt, we are committed to conducting all sourcing activities with the highest standards of ethics and fairness. We believe in fostering transparent and equitable relationships with our suppliers. To ensure this, our sourcing strategy includes - at least two quotes being required before making any supplier selection ( including tail Suppliers ) to a full RFP for large strategic initiatives.

This practice not only promotes competitive pricing but also helps us maintain integrity and accountability in our procurement processes. By adhering to these principles, we aim to build a sustainable and trustworthy supply chain that benefits all stakeholders involved.

Onboarding

Colt seeks to works with suppliers that align with our values, and we strive to work with our suppliers to provide innovative solutions in a sustainable and ethical way.

All suppliers working with Colt must comply with our policies and requirements and these are defined in our Code of Conduct.

The acceptance of our NDA is mandatory. Depending on the service, every potential supplier will have to complete questionnaires to guarantee that they meet our business needs and expectations.

In 2025, Colt will move the onboarding process into Ariba SLP, enabling a more seamless experience.

Managing

Once onboarded, we are regularly reviewing suppliers:

Due dilligence:

Financial checks are done annually
VRM (Vendor Risk Management) assessments will be done as part of contract renewal
Regular reviews of suppliers that manage a high number of personal records, where a yearly Data Protection Audit will be required

Contract review:

As part of contract renewals, Colt will check and update any new legal amendments that need to be added to the new agreement

Review meetings:

For strategic suppliers Colt performs recurrent business review meetings to assess the overall partner relationship

Contact us

If you have any questions with regards to your engagement with Colt, please contact the Colt Procurement & Supply Helpdesk at this address: [email protected]. The team will do everything to support you within 24 hours.

Supplier payments: invoice status & payment enquiries

Suppliers can reach out to the provided emails addresses for inquiries related to invoice status and payments. Responses will be given within a turnaround time (TAT) of 3 days.

Country	SSC Query Mailboxes
Austria	[email protected]
Belgium	[email protected]
China	[email protected]
Denmark	[email protected]
France	[email protected]
Germany	[email protected]
India	[email protected]
Ireland	[email protected]
Italy	[email protected]
Luxembourg	[email protected]
Netherlands	[email protected]
Portugal	[email protected]
Romania	[email protected]
Singapore	[email protected]
Spain (Madrid)	[email protected]
Spain (Barcelona)	[email protected]
Sweden	[email protected]
UK	[email protected]
Eastern European Entities (Slovakia, Poland, Czechia, Bulgaria, Hungary, Croatia)	[email protected]
Colt Group	[email protected]
Colt Group SA	[email protected]
Colt Market Prizm	[email protected]

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Supplier Portal

Get the most out of Colt

Working with us

Keri Gilder

Supplier code of conduct

Sustainable procurement

Data protection

Procurement policies

Do not start any activity without a valid Purchase Order (PO)

We will not process any invoice without a valid and authorised PO number. All invoices submitted for payment must be associated with an approved PO from our organisation.

Mandatory inclusion of PO number on invoices

What a supplier can expect of us

Procurement involvement

Avoid delays in closing the deal

Shorten the onboarding process

Be compliant with Colt's policies

Colt terms and conditions

Colt contract hierarchy

Glossary

Overview of types of contracts

Overview of types of schedules

Sustainable procurement

Collaboration across the value chain

Invoicing

Invoice requirements

Required fields

Required fields (if applicable)

Required formatting

Submission guidelines

Billing entities

Vendor details updates & change notifications

Supplier management

Sourcing

Onboarding

Managing

Contact us

Supplier payments: invoice status & payment enquiries

Related content

ESG

Colt Supplier Code of Conduct

Terms and Conditions