Procurement

When you’re doing business with your council, the process is as follows:

Purchase/contract orders

• All goods and services provided to Waipā District Council must be supported by a valid purchase order and a contract number where relevant.
• Purchase order and contract numbers (where relevant) related to the goods and services you provide Waipā District Council must be included on your invoice.
• Valid purchase order numbers are 6 digits long with a ‘0’ prefix.
• Valid contract numbers will be in the format of 29XXXX.
• If you haven’t received your purchase order or contract number, please contact the person that you have been working with at Waipā District Council to request this information.

If you have any queries please contact the Accounts Payable team at - finance@waipadc.govt.nz

Standard terms of purchase

Waipā District Council’s purchase order standard terms and conditions contain the default terms and conditions which apply to all purchase orders created by Waipā District Council, unless otherwise agreed within the purchase order or contract.

• Read the purchase order standard terms and conditions
• Supplier Code of Conduct - Frequently Asked Questions
• Supplier Code of Conduct

Some key things to note:

• Supply of products, services or works cannot start without a purchase order
• When you send your invoice it must show the purchase order number to enable payment to be made. If you have not received your purchase order number please contact the person that you have been working with from the Council to request one.

Waipā District Council has adopted a Code of Conduct which we ask all of our suppliers to accept as part of being a supplier to Council. The code is based on the same supplier code used by Government. The code is linked to our purchase order terms and conditions. We’ve introduced the code to demonstrate that we want to work with suppliers who operate in an ethical manner, follow good health and safety practices and are generally good corporate citizens.

Invoices

Invoices should be raised and submitted punctually.

Invoices for the previous month should be received by the 5th of the following month to allow enough time for processing.

Taking these steps will help invoices move through our system without delay:

• Purchase order number and contract number (where relevant) must be included on your invoice (invoices cannot be paid without a purchase order and contract order number (where relevant).
• A copy invoice can be sent to your Waipā District Council contact (as long as it is clearly stamped with the word ‘copy’).
• Your invoice should preferably be typewritten and also contain this information:
  • The words ‘Tax Invoice’ in a prominent place (where GST is applicable)
  • Show the full name and address of Waipā District Council
  • Name, address and GST number (where applicable) of supplier
  • Date of issue
  • Show the total payable by Waipā District Council and GST amount (where applicable)
  • Description of the goods or services provided
  • Quantity or volume of the goods or services provided.

How to send your invoice

Invoices can be sent to Waipā District Council Accounts Payable by eInvoice (preferred method), email or post.

If requested, please send a copy of your invoice to your Waipā District Council contact, but please ensure that in the first instance your invoice is sent to Accounts Payable as noted above.

For more information on eInvoicing visit https://www.einvoicing.govt.nz/

When emailing invoices:

• Email invoices to: invoices@waipadc.govt.nz (please only send invoices to this address, it is not a monitored inbox so any questions need to go to the finance email below).
• Include only one invoice per email.
• Invoices should be attached in PDF format (web links will not be processed)
• Ensure your invoice has a purchase order number and all relevant information is on the invoice and labelled correctly e.g. GST number, invoice number, etc.
• The subject line should contain your company name along with the words ‘Tax Invoice’ and your tax invoice number.

If you are unsure whether we have received your invoice, please email us at: finance@waipadc.govt.nz.