Accounts payable

Step 1.Obtain a purchase order

A purchase order is a legal document between a buyer and seller. It details the agreed goods or services to be delivered and paid for.

Invoices received without a valid purchase order will be returned to the supplier with request of valid purchase order to be provided on the invoice.

Step 2.Send your invoice

Invoices can be emailed to us or sent by post.

Email invoices to accounts.payable@whittlesea.vic.gov.au.

Mail invoices to:

Accounts Payable
City of Whittlesea
Locked Bag 1
Bundoora MDC, 3083

If you include your invoice with goods delivered or submit it in any other way, we cannot guarantee that our accounts team will receive it quickly. 

Your invoice must :

• be addressed to the City of Whittlesea
• list a valid purchase order number
• include the date of issue
• include a full description of the goods/services provided
• be issued under a registered name that corresponds to your listed Australian Business Number (ABN) (trading names that are not registered will not be accepted unless they are listed along with the registered name
• include your ABN or a Statement by Supplier, otherwise Council is required to withhold an amount equivalent to the top marginally tax rate and remit that amount to the Australian Tax Office (ATO)
• state the relevant GST
• include any other information required under the relevant taxation rules set out by the ATO i.e. if registered for GST, the word ‘tax invoice’ is stated prominently on the invoice.

Step 3.Include a delivery docket

You must include a delivery docket or note with all goods you supply to us. Include the purchase order on this delivery docket. We require evidence of delivery and cannot pay you until we have confirmed that we have received the goods.

Step 4.Payment terms

We pay suppliers direct to nominated bank accounts via Electronic Funds Transfers (EFT). Remittance advices are emailed immediately after payment has been processed.

Our standard terms of payments for accounts are 30 days from the invoice date, unless otherwise negotiated.