Priority Supplier Partnership
Update to Invoices and Payments
Purchase orders
If you supply goods or services to the council you must not accept verbal or written instruction to supply goods or services from any member of staff unless they provide you with a valid purchase order number.
Council staff are required to issue you with a formal purchase order number for the supply of goods and services. If you submit an invoice without a purchase order number quoted, it will be deemed as non-compliant, and you'll receive an email advising you that your invoice has been rejected and requesting you to resubmit your invoice with a valid purchase order number.
Please make sure you request a purchase order number from your council contact when an order is placed. Co-operating with this regulation is one of the best ways to ensure your invoice is paid promptly.
Our financial system produces purchase order numbers in the format of 11 numerical digits.
Each order must be accompanied by a purchase order number supplied by a member of council staff. If a Cheshire West and Chester Council buyer requests goods or services from you without providing you with a Purchase Order number, please refer them to the No Po No Pay Policy. Do not accept the order until a purchase order number is provided.
Invoices
To assist with the processing of invoices for payment, invoices should contain:
- company name and address
- VAT registration number (if applicable)
- Invoice number
- Invoice date
- valid purchase order number
- name of the service area requesting goods/service or council contact person
- full description of the goods/services supplied
- for each line item: quantity, description, unit price, net value, VAT rate, VAT value, line total
- invoice totals: Net, VAT, Gross
- Addressed to: Cheshire West and Chester Council
To ensure the timely processing and payment all invoices should be sent In PDF (Less than 2MB) electronically to: supplier@ecwip.co.uk quoting a valid purchase order number.
Payment
- Our standard terms of payment are 30 days from receipt of a valid invoice.
- Payment method is by BACS transfer
- Provide your bank account details and an email address for the remittance advice to be sent to.
