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.

Please ensure you have a purchase order from the Council department you are working with. If you provide goods and services without a purchase order, payment may be delayed.

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 include:

• your Australian Business Number (ABN)
• the GST price and GST amount
• the words ‘tax invoice’ stated prominently
• the date of issue
• the supplier's name
• item description.

Step 3.Suppliers without an ABN

If you do not have an ABN, please contact us at accounts.payable@whittlesea.vic.gov.au to complete a ‘Statement by Supplier’.

Step 4.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 the we have confirmed that we received the goods.

Step 5.Payment terms

We prefer to pay suppliers direct to nominated bank accounts via Electronic Funds Transfers (EFT). We will forward remittance advice by mail immediately after payment by EFT.

Our standard terms of payments for accounts are 30 days from the end of the month of purchase, unless otherwise negotiated.

Where settlement discounts are offered, we are prepared to discuss earlier payment.

Step 6.Set up EFT payments

Contact us to arrange EFT payments.
Email: accounts.payable@whittlesea.vic.gov.au

Phone: 03 9217 2170

Mail:
Accounts Payable Officer
Financial Services Department
City of Whittlesea
Locked Bag 1
Bundoora MDC, 3083