Eastern Machinery Ring operates an annual membership in conjunction with a levy fee for all work carried out through the Ring. The annual subscription is £85.00 and each new member joining is required to purchase a one off £20.00 share in the Ring. A fee of 2% is also taken from the member requiring the service (Demander) and the Supplier offering the service.

The Ring offers members two alternative processes for invoicing jobs:
Timesheet book : suppliers are initially issued a timesheet book upon joining the Ring, which should be filled in once a job is completed
Works order : once a demander contacts the manager regarding a job and this is agreed; a works order, A4 sheet detailing the demander, supplier, date and job details is faxed to the demander and supplier.

Timesheet process:

1. A member requiring a service (demander) should contact the manager with details of their requirement.
2. The manager will in turn find a suitable supplier and discuss the job, price and any conditions with both the demander and supplier.
3. The supplier will then contact the demander directly to discuss final details of the job.
4. Upon completion of the work, job details and the agreed price should be entered onto a timesheet which should then be signed by both parties and sent by the supplier to the Ring office for processing. If it has not been possible to obtain two signatures then the supplier should record the demander’s acceptance that the contract has been completed to his satisfaction.
5. All correctly completed timesheets received at the Ring office by no later than 17:00 on a Thursday of any given week will be processed that week.
6. Timesheets are checked by the Area Manager.
7. The demander will then be invoiced for work completed, and providing that there are no queries, will have a direct debit taken from the demanders bank account, the agreed amount plus a levy 2%, 14 days from the invoice date. Collected on a Friday.
8. The supplier will then be paid via BACS the agreed amount less a levy of 2%, 14 days later, (i.e. 28 days after the invoice date). Paid on a Friday.
   

Works orders process:

1. A member requiring a service (demander) should contact the manager with details of their requirement.
2. The manager will in turn find a suitable supplier and discuss the job, price and any conditions with both the demander and supplier.
3. The manager will then generate a works order which will detail the job, price and any conditions of the job which is then faxed to the demander and member.
4. The supplier will then contact the demander directly to discuss final details of the job.
5. Upon completion of the work, the works order should be signed by both parties and sent by the supplier to the Ring office for processing. If it has not been possible to obtain two signatures then the supplier should record the demander’s acceptance that the contract has been completed to his satisfaction.
6. All correctly completed timesheets received at the Ring office by no later than 17:00 on a Thursday of any given week will be processed that week.
7. Timesheets are checked by the Area Manager.
8. The demander will then be invoiced for work completed, and providing that there are no queries, will have a direct debit taken from their bank account, the agreed amount plus a levy 2%, 14 days from the invoice date. Collected on a Friday.
9. The supplier will then be paid via BACS the agreed amount less a levy of 2%, 14 days later, (i.e. 28 days after the invoice date). This will be paid on a Friday.

A full list of the Eastern Machinery Ring regulations will be available soon