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Council is committed to continually improving how we do business.
From November 2024, we will be using a new technology solution to process payments between Council and suppliers.
We are moving to automated invoice handling to reduce the costs, errors and time associated with manual invoice processing. Automation streamlines the invoice handling process, allowing for faster processing and payment. Additionally, it reduces the likelihood of human error, ensuring more accurate financial management. By adopting this technology, we can allocate resources more effectively to keep our focus on serving the community's needs.
We are taking this opportunity to remind suppliers of current requirements when submitting invoices, and to outline additional requirements that take affect from 1 November 2024 that they need to be aware of.
Purchase Order number (to be supplied by the Council officer) MUST be quoted on your invoice to enable processing.
A compliant Tax Invoice under the Tax Act must also have:
The words “Tax Invoice” (if GST registered)/ or “Invoice” (if not GST registered)
The Supplier’s identity
Australian Business Number (ABN)*
Date of issue
Description of goods (including quantity) or service supplied
GST amount (if any) payable shown separately or stating “Total price includes GST”
*If you do not have an ABN, a “Statement by Supplier” form must be submitted. (Refer to the ATO web site www.ato.gov.au).
Purchase Order Numbers provided by Council will change.
A Purchase Order (PO) will be provided for each request for Goods and/or Services made by a Council Purchasing Officer; this PO number must be quoted on your invoice to enable processing. Only invoices with a valid purchase order will be processed for prompt payment. Invoices that do not comply with these requirements will be processed manually and payment will take longer.
One purchase order per invoice. Invoices are to be submitted with one purchase order only. Multiple purchase orders on one invoice will not be automatically processed and will take longer to be paid. Please read the OCR Invoice Tips for examples of acceptable generated invoices.
You will need to send your invoices to a new email address, we have needed to change email addresses for invoices as a requirement of the new automation technology we are using. Please read Understanding automated invoice matching.
Payment of invoices for goods and/or services provided to Council is made by electronic funds transfer.
Enquiries regarding these changes to invoice handling processes at Gympie Regional Council can be directed to council@gympie.qld.gov.au.