Submitting invoices to the Council
In order to support our suppliers and contractors during the COVID-19 outbreak, the Council has implemented measures to pay all validated supplier invoices as quickly as possible. At the same time, the Council is encouraging suppliers and contractors to invoice or make interim invoice applications to Council more regularly to help cash flow.
This measure should alleviate any concerns over invoice payments for most suppliers who currently conduct their financial transactions electronically, however we recognise that some suppliers do sometimes generate and post hard copy invoices to Council for payment.
Send invoices by email
Considering the most recent Government advice, Council has reduced the number of office-based staff, with the majority of staff working from home; and as a consequence invoices received by post may not always be validated in the quickest timeframes so to mitigate this risk we are recommending that invoices should be sent to Council by email.
The Council operates a 'no purchase order no pay' policy to ensure a more efficient and effective payment process and to help us to pay suppliers more promptly.
In order to help us pay you promptly, you must:
- quote a purchase order (PO) number on your invoice so we can process it for payment
- resubmit any invoice we've returned due to absence of a PO number
- send invoices directly to the various creditor Teams in PDF or Tiff format.,
If we've returned your invoice, you should contact the officer who raised the original request for goods or services and request a PO number.
Do not contact our Purchase Ledger Team if your invoice has no PO number, as they will be unable to assist you. This will also slow down payments to suppliers who comply with our official process.
Where to send your e-mailed invoices to
As Council operates a No PO No Pay Policy the purchase order number provided in your order will determine which e-mail box would be best for you e-mail your invoice/s to:
Valid PO Number Format
EPxxxxxx (EP plus six digits)
BMxxxxxxxxx (Building Services)
RMxxxxxxxxx (Roads Services)
Capital - year/client/number
Invoices with no PO Number previously agreed by Council
Hard Copy invoices
If you cannot email your invoice to Council then please send it by post to:
Purchase Ledger Team
Dumfries and Galloway Council