Purchase Orders
We operate a ‘no purchase order, no payment' policy
Our staff are required to issue you with a formal purchase order for any goods or services before you supply anything. If you don't get a purchase order, your invoice will be returned to you unpaid. Make sure you get a purchase order number from your contact.
Suppliers of goods and services must not accept a verbal or written order from us unless an official Council Purchase Order (PO) number is given.
Our official purchase orders contain a ten digit PO number starting with '41'.
Co-operating with this policy is one of the best ways to ensure that you receive payment promptly.
Our standard payment terms are 30 days from receipt of a valid invoice, unless otherwise agreed in the contract.
To get a PO number contact the member of staff who made the original order to supply the goods or service and ask them to provide a PO number. You can then email us at purchaseledger@manchester.gov.uk with your original invoice.
Invoices
As part of the 'No Purchase Order, No Pay' policy the supplier is expected to put the valid PO number on the invoice, otherwise it will be returned.
If you send us an invoice without quoting a valid Purchase Order number or your invoice is not addressed to ‘Exchequer Services, Manchester City Council’ we will consider your invoice to be in dispute and this may lead to delayed payment.
Send your invoice to purchaseledger@manchester.gov.uk
Once the invoice is accepted as valid, payment will be made 30 days from the date of the invoice. Any disputes on the invoice may lead to a delay in payment. Suppliers should resolve invoice disputes directly with the person who placed the order.
Purchase Card Payment
We can also pay you by purchase card. Payment by purchase card can mean that you could receive payment for the goods or services you have supplied within four days of delivery.
If you can already accept payment from your customers by credit or debit card it is very likely that you can upgrade your facilities at very little cost to allow us to pay you in a similar way.
Contact Data Management on: 0161 219 6293 for further details if you're interested.
Complaints or Disputes
In the event of a complaint or dispute about the payment of an invoice, you should in the first instance, contact the person who ordered the goods or service from you to find out what the problem is.
Payment could be delayed if you haven't received a purchase order or you haven't quoted it on your invoice, or if the person who placed the order has not confirmed receipt of the goods or service.
There may be other reasons why the payment of your invoice is being delayed. If
- your contact isn't able to tell you why you have not been paid
- you're unsatisfied with the response you receive, or
- need any further help or assistance you should contact Exchequer Services
Email: purchaseledger@manchester.gov.uk
Phone: 0161 219 6001
If you are still not satisfied with the response from Exchequer Services, you can make a complaint online.