Prompt Payment Commitment and invoice guidance

Introduction

The Council is committed to prompt payment of valid invoices in accordance with contractual agreements and has signed up to the Government's Prompt Payment Code.  In order to ensure that we are able to process payments as quickly as possible, suppliers should comply with the following guidance on the submission of invoices.

Payment Terms

All local authorities have prompt payment targets. This means that the Council is committed to paying all invoices within 30 days of receipt, irrespective of invoice value or payee.  Some contracts may have varying payments terms and suppliers should make themselves aware of their own contractual terms of payment.

Valid Invoices

To ensure that payments are compliant with the agreed terms and conditions, suppliers should ensure that their invoices:

  • Are addressed to ‘Blackburn with Darwen Borough Council';
  • Are sent to the correct invoice address shown on the purchase order (include the contact name and department);
  • Quote the purchase order number or our contract reference number, as appropriate;
  • Provide sufficient details for the invoice to be checked and validated against the purchase order details;
  • Detail the correct amounts for only the goods and services that have been ordered and delivered/supplied.

Invoices that do not comply with the above will be returned to suppliers for correction.  Guidance on how to correctly prepare a valid invoice can be found here.

Invoice Disputes / Contact Details

The council will inform suppliers of any invoices that are in dispute, however, If individual suppliers experience any delays in payment, they should not hesitate to contact the named person on the purchase order.  The purchaser will then endeavour to quickly resolve the discrepancy.

Alternatively, if suppliers experience a problem with a payment they have received, they should contact the Accounts Payable Team on 01254 585977. 

Electronic Payment

Suppliers currently receiving payment by cheque can change their payment method to BACS by completing and returning the  BACS Payment Form.  Moving to BACS payment will result in a quicker payment being made to the supplier due to the payment being delivered directly into the supplier's bank account.

Encouraging Good Practice

Blackburn with Darwen Borough Council encourages suppliers to sign up to and adopt the Prompt Payment Code throughout their own supply chains.

 

 

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