Supplier Information
Payment of Supplier Invoices
The Council's terms and conditions require that goods or services supplied must have an official purchase order number, which is to be printed on all correspondence. The Council will not pay any supplier invoices that do not quote a valid purchase order number. All supplies of goods and services to the Council will require a valid purchase order number. Under no circumstances should any supplier accept any verbal or written order from any member of council staff if it is not accompanied by a valid purchase order. Any invoices received without a valid purchase order number will not be paid and you will be notified.
Will I get paid any quicker if I quote a Purchase Order number?
Unless subject to the prior contract agreement, the Royal Borough of Kingston’s standard payment terms are 30 days from receipt of a valid invoice in the following email address invoices@kingston.gov.uk. If invoices do not quote a valid purchase order number they will be returned, this will in turn lead to delays in payment.
Where should I send my invoice?
Invoices must be emailed to invoices@kingston.gov.uk
You may send multiple invoices on one email but please ensure that each invoice is a separate file with a unique file name. Our preferred file formats are TIFF or PDF files.
What checks should be made for returned invoices?
Is the purchase order valid for the goods and or services supplied? The convention for purchase orders is 3XXXXXXX (number 3 plus 7 digits), where X is a number.
From the 1st April 2021, all new Purchase Orders will have a new convention 31XXXXXX (numbers 31 plus 6 digits), where X is a number.
Are there any other errors on the invoice that would prevent processing?
The Accounts Payable team will indicate the error on the invoice. This needs to be corrected and the invoice re-submitted for processing.
How do I obtain a valid purchase order number for an invoice if it has not been provided?
You should contact the council officer who gave you the original instruction to provide goods and services and ask them to provide you with a valid purchase order number. This information is not held within the Accounts Payable team but will be by the service within the Council who have procured the goods and or services.
Standard Terms and Conditions
Payment will be made 30 days from receipt of a valid invoice to: invoices@kingston.gov.uk.
Alternatively, you can sign up for our early payment discount scheme, The Premier Supplier Programme. Where we offer you a unique way to be paid early.
If your invoice does not comply with the above it may result in a delay in your receiving payment.
Accounts Payable Department
Shared Finance Service
Telephone:020 8547 5944