Purchase orders, invoicing & payments

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

We will issue a purchase order to:

  • facilitate payment in accordance with the terms and conditions of a contract, or
  • form a contract in accordance with the conditions of order and facilitate the payment process.

Supplier details on the purchase order document include:

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

New suppliers

If you have not yet worked for Council, we need to set you up in the system so we can pay you for goods and/or services.

We will send you a New Supplier Information Form to complete and return 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 abr.business.gov.au.

Conditions of order

Review the City's conditions of order.

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

Payment terms

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

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

Purchase order requirements

We need 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 prohibited from entering into verbal agreements with suppliers until an official purchase order has been raised.

If you have not received a purchase order, your contact details may not be current. Contact our Accounts Payable team to check your details (refer to contact details at the bottom of this page).

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/or 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 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 timely payment process, review our Invoicing and payment checklist(PDF, 99KB).

All invoices submitted to the City should comply with our conditions of order 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 to Accounts Payable 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.

If invoices are supplied by 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 of the goods and/or services to be supplied.

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

Payment methods

Our preferred method of payment is by electronic funds transfer.

Update your supplier details

If any of your details change, please email the revised details with any supporting documentation to acctspayable@goldcoast.qld.gov.au

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 our Corporate Finance Branch:

Email: taxation@goldcoast.qld.gov.au

Phone: 07 5581 6438