Purchasing and Invoicing
Council may engage its Suppliers and Contractors through a number of means. For purchases under $200,000, Council may be required to seek quotes in accordance with the relevant section of the Procurement Council Policy
The Procurement Council Policy governs the purchase order, invoicing and payment process.
We will issue a purchase order to:
- facilitate payment in accordance with the terms and conditions of a contract, or
- form a contract in accordance with the Purchasing Terms and Conditions and facilitate the payment process.
Supplier details on the purchase order document include:
- registered trading name
- business name
- contact details.
Purchasing Terms and Conditions
Review Fraser Coast Regional Council’s Purchasing Terms and Conditions.
If the purchase order is being raised as part of a contract, the conditions of the contract will prevail over the conditions of the purchase order.
Purchase order requirements
We need to arrange a purchase order prior to the carrying out of works or provision of goods and/or services.
A supplier may receive more than one purchase order number depending on the range of work being undertaken.
Council officers are prohibited from entering into verbal agreements with suppliers until an official purchase order has been raised.
If you have not received a purchase order, your contact details may not be current. Contact our Accounts Payable team to check your details at firstname.lastname@example.org.
Purchase order processing
Purchase orders are processed through an electronic procurement system and supplied via the nominated email address.
Cancellation of a purchase order
Cancellation of any purchase order will be in writing.
Delivery notes & dockets
All goods and/or services supplied to FCRC must be accompanied by the evidence of delivery (e.g. delivery note/docket, timesheets, packing slip and/or milestone reports) which includes the purchase order number, a description of the goods and the quantity supplied.
Suppliers must observe the following when supplying to Council:
- The receiving officer must sign the corresponding delivery note or docket (used to verify receipt of the works, goods and/or delivery of services to enable payment).
- Payment cannot be made until the authorising officer has certified the satisfactory receipt of the above.
- Invoices must not be included with any delivery. They are to be sent directly to our Accounts Payable department.
Council requires goods to be delivered to the specified delivery point at no charge. If a charge for freight is to apply, this must be clearly stated on the purchase order.
To contact us about a purchasing matter:
If you have not previously provided goods or services to Fraser Coast Regional Council (FCRC), we need to set you up in the system so we can pay you for goods and/or services.
We will send you a New Supplier Form to complete and return with:
- a recent PDF copy of your bank statement header showing the bank account name, BSB and account number and a clear linkage to your business.
- a tax invoice with ABN number. If your trading name is not registered with your ABN as shown on the Australian Business Register, and is different from your company name, a copy of your Business Name Registration Certificate from the Office of Fair Trading is required. You are able to check your details by visiting abr.business.gov.au.
Our standard payment terms are in accordance with the Council’s Purchasing Terms and Conditions.
The purchase order and a correctly rendered invoice will ensure timely payment.
Preparing your invoice
To ensure a timely payment process, review our Invoicing and payment checklist.
All invoices submitted to FCRC should comply with our purchasing conditions by:
- clearly stating the purchase order number
- including the entity name and corresponding Australian Business Number (ABN)
FCRC has an obligation to ensure all invoices are also compliant with the Australian Taxation Office requirements of tax invoices. Invoices submitted to Council that do not comply with these requirements will be rejected.
Submitting your invoice
It is the responsibility of suppliers to ensure invoices are submitted to Accounts Payable in accordance with one of the following requirements to ensure timely payment.
Email: email@example.com (preferred method)
Phone: 07 4190 5844
Fraser Coast Regional Council
PO Box 1943
HERVEY BAY QLD 4655
All invoices received through the mail are stamped with the date received and delivered immediately to the Accounts Payable department.
If invoices are supplied by any method other than those stated above, payment might be delayed.
Please check that the value (GST exclusive) contained on the purchase order is the value of the goods and/or services to be supplied.
Our preferred method of payment is by electronic funds transfer.
Update your supplier details
If any of your details change, please email the revised details with any supporting documentation to firstname.lastname@example.org
Fraser Coast Regional Council’s Australian Business Number is 19 277 850 689.
To contact us about an invoicing or payment matter:
Phone: 07 4190 5844
Fraser Coast Regional Council (Council) appreciates that contractors becoming insolvent can be difficult for subcontractors and suppliers that are affected by this and outlines below Council’s general approach to dealing with such matters.
While Council undertakes its own due diligence on the contractors it engages for its projects, it remains important that subcontractors and suppliers who are engaged to work on Council projects should ensure they carry out their own due diligence on any higher tier contractor who is proposing to engage them for work, services or supply (whether or not that contractor has been engaged directly by Council). This due diligence should include a proper understanding of subcontractors’ and suppliers’ remedies under their contract and at law in respect of late or no payment.
While Council is committed to ensuring it meets the payment obligations it has under its own contracts, Council has no direct contractual control over payments to subcontractors or suppliers further down the contractual chain. Council will generally not become involved in a lower tier payment dispute or non-payment allegation and these issues are to be resolved in accordance with the relevant subcontracts and supply arrangements (or other legal remedies available). In the event of non-payment, subcontractors and suppliers may have legislative rights to seek payment redress, including under the Building Industry Fairness (Security of Payment) Act 2017 (Qld). Information on such legal remedies should be obtained by subcontractors and suppliers, including, where appropriate, from the Queensland Building and Construction Commission.
In the event a subcontractor or supplier believes they are owed money from a contractor engaged by Council, then they should seek to resolve the issue directly with the contractor. If the reason for any non-payment is due to the contractor suffering an insolvency event, then subcontractors may need to contact any managers, administrators, receivers or liquidators who may have been appointed to oversee the affairs of that contractor.
 This is general information only as at 30 Mar 2020 and is not, and does not purport to be, legal, financial or other advice and does not take into account any particular circumstances. Individuals and entities should seek appropriate independent advice from qualified advisers having regard to their own particular circumstances.
Should you have any enquiries, please feel free to contact Council’s procurement team via email email@example.com or by calling us on 1300 79 49 29