Accounts guide for suppliers and contractors

You must get a purchase order (PO) from your Council contact for most goods and services to be supplied.

A PO is also used to ensure your accounts are paid on time.

Effective 1 July 2022, if you supply without an official purchase order, your invoice may be returned, and with a request for a purchase order number to be provided.

In these instances, you will need to contact the person who originally placed the order to get the PO details. This may lead to delays in payment.

Payment terms

Our standard payment term is 30 days from the end of the month of purchase, unless otherwise negotiated.

Read out full terms and conditions.

Items that do not require a PO

• Payments for emergency works where Council’s service delivery or public safety is significantly affected.
• Payment of grants, donations, contributions or reimbursements.
• Payments for utilities, for example water, gas and electricity.
• Statutory payments to other government departments.
• A once-off purchase of less than $1,000.00, GST inclusive, where the supplier will not be engaged for further works or services in a 12 month period.

Suppliers are welcome to request a purchase order in all instances regardless of exemption status.

All invoices must:

• be made out to Banyule City Council
• list a valid purchase order (PO) number
• 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 the supplier's ABN or a statement by a supplier form (otherwise we are required to withhold an amount equivalent to the top marginal tax rate, currently 47%, and remit that amount to the Australian Tax Office (ATO))
• include a full description of the goods or services being purchased, including calculation of price, for example hours x hourly rate
• include an address and/or date and contract number where relevant
• state the relevant GST
• include any other information required under the relevant taxation rules set out by the ATO.

Sending us your invoice

The quickest way to get paid is to send us your invoice at accounts.payable@banyule.vic.gov.au

Any invoices submitted via post should be addressed to:

Banyule City Council
Accounts Payable
PO Box 94
Greensborough VIC 3088

All complete invoices will be scanned and registered. This enables the tracking of supplier accounts from the time of receipt through to payment to you.

If invoices are delivered along with goods, or submitted any other way, there is no guarantee that they will reach the accounts payable department. This may cause significant delays in getting paid.

We prefer to pay all invoices direct to nominated bank accounts via electronic funds transfer (EFT).

If you have not already advised us your bank details, you can do so on company letterhead to Accounts.payable@banyule.vic.gov.au

Alternatively, hardcopy requests on letterhead should be addressed to:

Banyule City Council
Accounts Payable
PO Box 94
Greensborough VIC 3088

All requests for changes to bank details will be verified to ensure the information is correct.

When EFT payments are processed, remittance advice will be sent to your email or postal address. It will detail all invoices that have been paid.

If you have not given us your email address, then this advice may be delayed due to the constraints of the postal service.

Supplier enquiries

All enquiries should be discussed with the Accounts Payable team on 9490 4305 or at accounts.payable@banyule.vic.gov.au