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This page contains information for businesses on Council procurement and payment processes.
Updated: 13/09/2017 3:31 p.m.

Whangarei District Council uses a range of contractors and service providers to deliver the best quality projects and services for the residents of our district.

We use a range of contracts depending on the value and type of purchase.

Read more about the following processes and requirements here.

On this page

Tenders

Council advertises open tenders on either the TenderLink website or the New Zealand Government Electronic Tenders Service (GETS) website.

All of Council’s available open tender opportunities can be viewed on these websites. If you wish to download more detailed information on tender opportunities or respond to tenders you will need to register on their sites.

Once registered you can then setup automatic tender notification alerts and manage notifications for new opportunities - in areas of interest to you.

LG Tenders New Zealand (TenderLink) Opens in a new window.

New Zealand Government Electronic Tenders Service (GETS) Opens in a new window.

Purchase orders

Council uses purchase orders to approve, manage and make payment for all purchases.

As a supplier, we will advise you of an approved purchase order number when we place our order. Valid purchase order numbers are seven characters long and start with two letters, followed by five numbers.

If you are asked to supply goods or services please ask for a purchase order number. You must include the purchase order number for the goods or services you provide to Council and our Council Controlled Organisations (CCO’s) on your invoice.

The purchase order number should also be quoted on all correspondence regarding those goods or services, including the invoice. This will help us process your invoice quickly.

Any invoices which do not quote a purchase order number, or do not match the purchase order or agreed contract payment, value, quantity or detail may not be authorised for payment and may be returned to the supplier for correction.

Purchase order terms and conditions

The following standard terms and conditions apply to all purchase orders created by Whangarei District Council and Council Controlled Organisations (CCOs) from 1 April 2015 unless otherwise agreed in the procurement contract.

Purchase Order Terms and Conditions [86kb]

Invoicing

We understand that getting paid on time is important to you. Here are some recommendations for speeding up the payment process.

Review your invoice

Please check that all line items on the purchase order and invoice match exactly to what was delivered including unit of measure, quantity and unit price.

If there are any discrepancies or changes, contact our staff member before sending your invoice so that the purchase order can be corrected. Any inconsistencies between what was delivered, the purchase order, and the invoice could result in delayed or non-payment.

Invoice requirements

We follow Inland Revenue Department (IRD) best practice which states that a Goods and Services Tax (GST) Invoice should contain a minimum of the following information:

  • The words ‘Tax Invoice’ in a prominent place
  • The name and GST Number of the Supplier
  • The date the invoice was issued
  • A description of the goods and/or services supplied
  • The total amount payable
  • A statement that GST is included.

Invoices over $1,000 must also contain:

  • The name and address of the recipient
  • The quantity of goods supplied (eg. Litres, hours, kilograms, etc).

Additionally Council require your invoice to:

  • Include the approved purchase order number. (Valid purchase order numbers are seven characters long and start with two letters, followed by five numbers.)
  • Be computer-generated (not hand-written – this includes the purchase order number)
  • Include the bank account number that the payment is to be made to. (Note this should also be included on all Statements.)
  • Include your contact phone number and email address
  • Be included as a separate attachment to your email. You may include more than one invoice, but each invoice must be a separate attachment.

These requirements will help ensure your invoice moves through our system without delay.

A copy can be sent via email to your Council contact if requested by them. This should be clearly indicated as a ‘Copy’.

Please contact us if you wish to discuss this further or you have difficulty meeting any of the above invoice requirements.

Phone: +64 09 430 4200
Email: mailroom@wdc.govt.nz

Where to send your invoice

Send your invoices to Whangarei District Council, Accounts Payable. Please only send a copy to your Council contact, if requested.

Please only send one copy to Accounts Payable. If you are unsure whether we have received your Invoice please contact us.

Phone: +64 09 430 4200
Email: mailroom@wdc.govt.nz

When to send your invoice

You can send invoices to us at any time during the month, however the invoices should reach us by the fifth working day of the month to ensure they can be processed for payment within our prescribed timeframes.

If the Purchase Order is authorised, we will make an electronic funds transfer (EFT) directly into your bank account on the 20th of the month following the date on your invoice (or the first business day following the 20th if the 20th is a Saturday, a Sunday or a public holiday).

For example, monthly services provided in January with an invoice dated:

  • 31 January and delivered by 5 February will be paid on 20 February.
  • 1 February and delivered by 5 February will be paid on 20 March.

For ease of process we recommend you send invoices to us as soon as they are raised to ensure effective delivery of payment.

Maintaining your details

If you change your bank account information, address, company name or any other information previously provided, please email us so our Accounts Payable team can make the necessary changes.

Requested changes should be sent separately to any invoice.

Email: mailroom@wdc.govt.nz

Payments

Payment terms

If you have a contract with us, it will state the payment terms.

If there is no contract in place, or no other payment terms are specified, our standard payment terms apply. This means (providing we have received the invoice by the 5th working day of the month following the date of the invoice) payment is made by the 20th of the month following the date of the invoice (or the first business day following the 20th if the 20th is a Saturday, a Sunday or a public holiday).

Payment method

Our payment method is electronic funds transfer (EFT). This means payments can be electronically deposited directly into your designated bank account. We will endeavour to email a remittance advice confirming the EFT payment on the day the payment is made. Please ensure we have an up-to-date email address for remittance advices.

Key contacts

Phone: +64 09 430 4200 (and ask for Accounts Payable)
Email: mailroom@wdc.govt.nz

Frequently asked questions

I don't have a purchase order number

You should have received an approved purchase order number when the goods or services were requested. A valid Council purchase order number is seven characters long and contains two letters followed by five numbers. If you do not have a purchase order or do not know your purchase order number please contact the person you have been dealing with at Council to request this information before you send us your invoice.

Can I send more than one invoice?

You can attach more than one invoice in your email, but each invoice must be a separate file. You must send your invoice directly to Accounts Payable. If requested, you may send a copy of the invoice to the person you have been dealing with at Council – however please clearly state that the Invoice is a ‘Copy’.

Who do I send my invoice to?

Please email your invoice to Council - Attention: Accounts Payable.

Please do not send a hard copy as well as emailing your invoice.

If requested, you may send a copy of the invoice to your contact at Council – however please clearly state that the invoice is a ‘Copy’.

Email: mailroom@wdc.govt.nz

Why have I not been paid?

Please email us or phone our Customer Call Centre on 09 430 4200 and ask for ‘Accounts Payable’ to discuss.

Please ensure that any invoices that have been resent are clearly marked 'Copy'.

How do I send a credit note?

Please send credit notes to the same addresses as invoices and clearly state 'Credit' on them.

Email: mailroom@wdc.govt.nz

How do I update my details?

Please email Council - Attention: Accounts Payable with your updated details.

Requested updates should be sent separately to any invoice. Changing the bank account details, or similar information on your invoice, without advising us separately is likely to delay payment while we investigate and contact you to verify that the change is valid.

Email: mailroom@wdc.govt.nz

What file formats do you accept for emailed invoices?

Council accept the following email file format types:

  • PDF
  • Tiff
  • Jpeg
  • PNG

Word or Excel documents are not acceptable with the exception of Consolidated invoices.

I want to do business with Whangarei District Council, how do I register my interest?

Council has open and transparent procurement policies and procedures. New supply contracts are sourced via competitive procurement processes. Council tenders are advertised through the tender websites TenderLink and GETS.

All available Tender opportunities can be viewed on these websites.

LG Tenders New Zealand (TenderLink) Opens in a new window.

New Zealand Government Electronic Tenders Service (GETS) Opens in a new window.

Disclaimer/Copyright

Whangarei District Council owns this website and the information, images and photographs in it are subject to copyright. No portion may be copied or republished without prior permission of Whangarei District Council. We have made every reasonable effort to provide accurate and reliable information. The use of any information is at the website visitor’s own risk and discretion.