We want to make it easy for suppliers to work with Portsmouth City Council and get paid promptly.
This guide explains our process for ordering goods or services and paying invoices. It helps you understand our standard terms and conditions of purchase orders, but doesn’t replace them.
Before you supply goods or services
Provide a written quotation unless you already have a contract with us. We use the quotation to send you a purchase order by email, outlining the services agreed. It will include a unique 7-digit purchase order (PO) number. You must always quote this PO number on all related invoices.
Before we pay your invoice
Before we pay your invoice, we’ll confirm that we’ve received the goods or services and agrees the invoice. Any invoice or delivery disputes must be resolved between you and the council purchaser.
Validated invoices will be paid within agreed terms. Our standard terms are 30 days from receipt of a valid or undisputed invoice (unless otherwise agreed).
What to include on your invoice
Your invoice must contain these information:
- council contact name and address,
- your name and address
- your bank details
- purchase order number (if issued)
- a unique invoice number
- full breakdown of the goods or service provided
- VAT charged and VAT number (if applicable)
If you haven’t received a purchase order number, you must include the name of a council employee who commissioned the work, and provide proof of the agreement to supply.
Purchasing Cards – faster payment
We offer payment by Visa Purchasing Cards to improve cashflow and streamline the purchasing process. Purchasing Cards work like standard credit cards and can be used by any supplier who accepts credit card payments.
Benefits for suppliers include:
- fast payments within 4 working days
- improved cashflow
- reduced admin costs – no need to issue invoice or chase payments
- fewer late or unpaid invoices
- more business opportunities and competitive advantage
Documents
Terms and conditions of purchase orders
Contact us
If you’re a supplier interested in receiving payments by Purchasing Cards, email accountspayable@portsmouthcc.gov.uk.