Purchase orders and invoicing

Purchase order terms

We require the use of purchase orders for all purchases of goods and services. It is important that all suppliers are familiar with our purchase order terms and conditions before they commit to working with us or send any invoices.

Please familiarise yourself with our terms and conditions.

Payment Terms

Valid invoices will be paid by the 20th day of the month following the date of the invoice.

Example:

For Goods / Services delivered in January an invoice dated 31 January and received by the 5th Working Day in February will be paid on 20th February.

An invoice dated 2 February and received by the 5th Working Day in February will be paid on 20th March.

Payments will be made as per the details provided on the invoice.

Invoice Requirements

We are committed to ensuring that all transactions with our suppliers run smoothly and efficiently. To help facilitate timely and accurate payments, we have established the following invoice submission guidelines.

Please review these requirements carefully before submitting your invoice to avoid delays in processing.

1. Ensure you have the correct purchase order number for the work you are invoicing before sending the invoice.	Please contact the staff member you have been working with and request the purchase order number. A valid purchase order number will resemble the following, “PUR0XXXXX”.
2. Submission of invoice to Accounts Payable.	Please submit to accounts.payable@boprc.govt.nz.
3. Invoice Format.	Invoices should be submitted in PDF or Microsoft word format. We do not accept paper invoices unless specifically arranged.
4. Invoice Timing.	All invoices rendered during the previous calendar month are to be received by Council by the 5th Working Day of each month.
5. Contact Information:	Ensure that your company name, contact email, and phone number are included on every invoice for communication purposes. Ensure you address the invoice to Toi Moana Bay of Plenty Regional Council and not the staff member you are working with. Please address to: Bay of Plenty Regional Council PO Box 364, Whakatāne 3158
6. Mandatory Invoice Information	Each invoice must include the following details: Invoice Number: Unique and sequential invoice number for reference. Invoice Date: The date the invoice was issued. Purchase Order (PO) Number: Include the correct Purchase Order (PO) number provided by our staff for the transaction. Invoices without a PO number may be returned. Description of Goods/Services: Clearly describe the products or services provided, including quantity, unit price, and total price. GST: Please ensure your GST number is on the invoice. Tax Information Any applicable taxes should be itemised separately. Banking Details: Include your bank account details (SWIFT/BIC code and IBAN) for international payments, or routing number and account number for local transfers.
7. Common Reasons for Invoice Rejection	To prevent delays in payment, please avoid the following common mistakes: Missing or incorrect PO number Mismatched invoice amount and PO Invoices sent to incorrect email address Invoices missing required details (e.g., invoice number, tax information)

Accounts Payable Queries

The most efficient way for us to receive and process invoices is electronically. To ensure that payment is made as quickly as possible please email invoices to accountspayable@boprc.govt.nz.

Address:

PO Box 364
Whakatāne 3158
New Zealand

Phone: 0800 884 880

Email: accountspayable@boprc.govt.nz.