Information for Suppliers
At Waipa District Council we are working hard to maintain our services throughout this lockdown period, and that includes the processing and payment of invoices from our suppliers. We acknowledge that the lockdown will have impacted significantly on your business, so we have introduced additional payment runs to ensure we are turning invoice payments around as quickly as possible to assist with your cashflow.
In order to assist us with efficient processing of your invoices we need your help with the following:
- You must have a purchase order on your invoice in order for us to process it. That purchase order number must relate to the goods/services you are invoicing us for. If you include an old purchase order number because that’s ‘the last number we used’ for an order of something that is unrelated to the current order, then it’s likely that it is no longer valid, so it’s really important that you have a relevant purchase order number. If you haven’t been provided with one by the staff member who ordered from you please contact them to get a number; our phone lines are open and your calls will be directed to the relevant staff member.
- Please send us a PDF or scan of your invoice to email@example.com if at all possible. We are still receiving mail deliveries, but staff are trying to restrict the number of times they need to go into the office to ensure we are maintaining the physical distance requirement, so invoices which are received by post will not be able to be processed as quickly as an emailed PDF or scanned copy. If you can’t send us a PDF or scanned copy of your invoice then email us a photo, and then send us the physical copy with ‘COPY’ clearly marked on the invoice.
- If you were asked to complete a new supplier pack and provide us with verification of your bank account details please get those into us asap so that we can get you set up in our supplier system and staff can raise a purchase order for you.
For any queries regarding:
invoices and credit notes firstname.lastname@example.org
for other queries (and statements)email@example.com
for any queries related to purchase orders please contact the staff member you have been dealing with, either by email or phone.