Understanding purchase orders and invoicing for Knowsley Council
As a supplier to Knowsley Council, it's essential to understand our invoicing and payment procedures. Here's a simplified guide to ensure your invoices are processed promptly and you receive timely payments.
No purchase order, no payment
Knowsley Council adheres to a strict "no purchase order, no payment" policy. This means that you must obtain a valid purchase order number before providing any goods or services to the council. Verbal or written instructions from council staff without a purchase order number are not valid.
If you submit an invoice without a valid purchase order number, you will receive an email notification. Future invoices without purchase order numbers will not be processed for payment.
Obtaining purchase order numbers
Council staff are responsible for issuing formal purchase order numbers for the supply of goods and services. When placing an order, always request a purchase order number from your council contact.
Our financial system generates purchase order numbers in the format '40XXXXXX,' such as 40123456. Ensure that all purchase orders you receive adhere to this format.
If a Knowsley Council buyer requests goods or services without providing a purchase order number, kindly refer them to this policy. Do not proceed with the order until a valid purchase order number is provided.
Invoice requirements
To ensure smooth invoice processing and timely payment, please adhere to the following invoice requirements:
Company details
Clearly include your company name and address on the invoice.
VAT registration number (if applicable)
If registered for VAT, provide your VAT registration number on the invoice.
Invoice number and date
Assign a unique invoice number and include the invoice date.
Valid purchase order number
Prominently display the valid purchase order number provided by the council.
Service area or Council contact
Identify the service area requesting the goods or services or provide the name of the council contact person.
Detailed description of goods or services
Provide a clear and detailed description of the goods or services supplied.
Line item breakdown
For each line item, include the quantity, description, unit price, net value, VAT rate, VAT value, and line total.
Invoice totals
Calculate and display the invoice totals for Net, VAT, and Gross amounts.
Electronic invoice submission
To ensure timely invoice processing and payment, send all invoices electronically to the email address specified on your purchase order. Failure to do so may result in delays in processing and payment.
Contact
payments.section@knowsley.gov.uk