Purchase orders, invoicing & payments

The Procurement Policy & Contract Manual governs the compliance and fulfilment of the purchase order, invoicing and payment process.

The City will issue a purchase order for either:

  • facilitation of payment against an established contract in accordance with the terms and conditions of the contract, or
  • to form a contract in accordance  with the conditions of order and facilitate the payment process.

Supplier details captured on the purchase order document include:

  • registered trading name
  • company name
  • ABN
  • contact details.

Conditions of order

Review the City's conditions of order

If the purchase order is being raised as part of a contract arrangement, the conditions of the contract will prevail over the conditions of the purchase order. 

If the purchase order is being raised as part of a contract arrangement, the conditions of the contract will prevail over the conditions of the purchase order. 

Payment terms

The City's standard payment terms are in accordance with the City’s conditions of order.

The purchase order document and a correctly rendered invoice will ensure timely payment. 

Purchase order requirements

The City is required to arrange a purchase order prior to the carrying out of works or provision of goods and/or services.

A supplier may receive more than one purchase order number depending on the range of work being undertaken.

City officers are expressly prohibited from entering into verbal agreements with suppliers until an official purchase order has been raised.

Purchase order processing

Purchase orders are processed through an electronic procurement system and supplied via the nominated email address.

Cancellation of a purchase order

Cancellation of any purchase order will be in writing.

Delivery notes & dockets

All goods and services supplied to the City must be accompanied by the evidence of delivery (e.g. delivery note/docket, timesheets, packing slip and/or milestone reports) which includes the purchase order number, a description of the goods and the quantity supplied.

Suppliers must observe the following when supplying to the City:

  • The receiving officer must sign the corresponding delivery note or docket (used by the City to verify receipt of the works, goods and/or delivery of services to enable payment).
  • Payment cannot be made until the authorising officer has certified the satisfactory receipt of the above.
  • Invoices must not be included with any delivery. They are to be sent directly to our Accounts Payable department. Refer to Purchase orders, invoicing & payments for further information

Freight

The City's conditions of order stipulate that goods are to be delivered to the specified delivery point at no charge. If a charge for freight is to apply, this must be clearly stated on the purchase order.

Preparing your invoice

To ensure a quick and timely payment process, review our checklist:
Invoicing and payment checklist(PDF, 99KB)

All invoices submitted to the City should comply with the City's conditions of order,(PDF, 76KB) by:

  • clearly stating the purchase order number
  • including the entity name and corresponding Australian Business Number (ABN)
  • ensuring the invoice relates to a single purchase order.

The City has an obligation to ensure all invoices are also compliant with the Australian Taxation Office requirements of tax invoices. Invoices submitted to the City that do not comply with these requirements will be rejected.

Submitting your invoice

It is the responsibility of suppliers to ensure invoices are submitted in accordance with one of the following requirements to ensure timely payment.

Email: acctspayable@goldcoast.qld.gov.au (preferred method)
Phone: 07 5581 6181

Post:

City of Gold Coast
PO Box 5042
GOLD COAST MC QLD 9726

All invoices received through the mail are stamped with the date received and delivered immediately to the Accounts Payable department.

In the event invoices are supplied using any method other than those stated above, payment might be delayed.

Please check that the value (GST exclusive) contained on the purchase order is the value for the goods and/or services to be supplied. 

For all GST enquiries, please contact the City's Corporate Finance Branch:

Email: taxation@goldcoast.qld.gov.au
Phone: 07 5581 6438

Payment methods

Our preferred method of payment is by electronic funds transfer. To enable this, and to ensure payment of funds is securely directed to the nominated bank account, new suppliers will be asked to provide details which will be used to set up your account. Any changes required to be made after the account is set up will need to be supplied to the City in writing.

Do you need to update your supplier details?

We maintain and update supplier details on a regular basis. If any of your details change, please email the revised details with any supporting documentation to us at acctspayable@goldcoast.qld.gov.au

What is Council's ABN?

Council of the City of Gold Coast's Australian Business Number is 84 858 548 460. 

Contact us

To contact us about an invoicing or payment matter:

Email: acctspayable@goldcoast.qld.gov.au
Phone: 07 5581 6340

For all GST enquiries, contact the City's Corporate Finance Branch:

Email: taxation@goldcoast.qld.gov.au

Phone: 07 5581 6438 

 

Frequently asked questions

I haven't received a copy of my purchase order

Your contact details with City of Gold Coast may not be current. To check your details please contact Accounts Payable on 07 5581 6340, or email acctspayable@goldcoast.qld.gov.au.

For all other enquiries regarding receipt of purchase orders please contact Purchasing on 07 5581 6275, or email purchasing@goldcoast.qld.gov.au.

Why haven't I been paid or why was my invoice returned to me?

There are a number of reasons your invoice may not have been paid:

  • you do not have a Council purchase order number
  • you haven't quoted the purchase order on your invoice, or
  • you haven't quoted a contract reference number on your invoice
  • your purchase order has been completed and you haven't received your new order number
  • your invoice is not compliant with the requirements of the Australian Tax Office
  • your company name does not match the ABN number on the invoice
  • you have listed more than one purchase order number on your invoice.

I am a new supplier to Council. What do I need to do?

If you are offered work for the first time with Council we will need to obtain some information from you to set you up in the system and enable Council to pay for your goods and/or services.

You will be sent a New Supplier Information Form to complete. This needs to be completed and returned with:

  • a pre-printed bank deposit slip or similar from your bank to verify ownership of the account and clear linkage to your business
  • a tax invoice with ABN number. If your trading name is not registered with your ABN as shown on the Australian Business Register, and is different from your company name, a copy of your Business Name Registration Certificate from the Office of Fair Trading is required. You are able to check your details by visiting www.abr.business.gov.au.

Does Council prefer to use local suppliers?

Refer to our Buy, hire & grow local page for information on how we support local businesses and industries.