Purchase Orders and Invoicing

No Purchase Order, No Payment 

If you supply goods or services to Gloucestershire County Council, you must not accept verbal or written instruction to supply goods or services from any member of staff unless they provide you with a valid purchase order number. 

If you submit a non-compliant invoice e.g., a PO number has not been quoted, you'll receive an email to advise you that it will not be paid, and you will need to submit a corrected invoice.  To avoid delays with payment, please follow the guidance detailed in the Invoices section below on what must be included in your invoice. 

Please make sure you request a purchase order number from your council contact when an order is placed.  

Co-operating with this regulation is one of the best ways to ensure your invoice is paid promptly. 

Purchase order numbers 

Our financial system produces purchase order numbers in the format of 10 numerical digits. Each order must be accompanied by a purchase order number supplied by a member of council staff. If you have received a request for goods or services without a purchase order number please refer them to the GCC No Po No Pay Policy.  

If you have a question about an invoice or about the No Po No Pay Policy, please send an email to: ContactUs@gloucestershire.gov.uk  

Invoice  

Your Invoice, in accordance with guidelines from HMRC should contain: 

• your company name and address 
• your VAT registration number (if applicable) 
• invoice number 
• invoice date 

• valid purchase order number 
• name of the service area requesting goods/service or council contact person  
• full description of the goods/services supplied 
• for each line item: quantity, description, unit price, net value, VAT rate, VAT value, line total 
• invoice totals: Net, VAT, Gross
• Addressed to: Gloucestershire County Council, Shire Hall, Westgate Street, Gloucester, GL1 2TG 

To view the HMRC Guidelines please click on the link. 

To enable timely processing and payment, all invoices should be sent In a PDF format electronically to P2PProcessing@gloucestershire.gov.uk quoting a valid purchase order number.  

Failure to do this will result in delays in processing your invoice and making payment to you. 

If you are a supplier who has signed up to the Gloucestershire Early Payment Service, please send your invoices to the dedicated mailbox which will have been included in your joining instructions.