Procurement - Accounts Payable

Our goal is to make working with us easy. If you have any questions regarding our Purchase Order and invoicing procedures please email Council.

Policy

Our procurements are underpinned by Government procurement principles and Hauraki District Council values. View the Procurement Principles, Policy and Framework on our Policies page.

Purchase order numbers

Please note that a Purchase Order (PO) number is mandatory to ensure there are no delays in payment. If you have not received a PO number, please request one from the Council staff member responsible for purchasing the goods or service. Valid purchase order numbers are 6 digits long.

Standard terms of purchase

Hauraki District Council purchase order standard terms and conditions contain the default terms and conditions which apply to all purchase orders created by Hauraki District Council, unless otherwise agreed within the purchase order or contract.

Council’s standard Purchase Order terms and conditions are downloadable below.

Hauraki District Council Standard Terms & Conditions of Purchase – August 2025 (PDF, 239.9KB)

Invoice requirements

To assist with the process, we have listed the elements that your invoice needs to include:

Your Purchase Order (PO) number (issued by the Council officer responsible for the purchase)
Your Council contact (the name of the issuer of the PO number or Contract number)
Your company’s legal name
Your company’s GST number
Your company’s invoice number for the service/supply of goods
A description of the goods or service being supplied
The date of delivery of the service or goods
The NZ dollar amount to be paid plus GST (if any)
Your company’s bank account details

Invoices & Credit Notes can be sent to Council in the following ways:

Email (as a PDF attachment):

info@hauraki-dc.govt.nz

Post:

Hauraki District Council (Accounts Payable)
PO Box 17
Paeroa
3640

Payments

Payment runs are each Wednesday. Once the invoice is fully processed, it will be paid on the following Wednesday. Cut-off for processing is Tuesday of each week. Having a valid purchase order at the time of invoicing will ensure timely processing.

If payment to you has not been made, please phone Council and ask for the accounts payable team. Please do not re-send your invoice until after you have spoken with an accounts payable team member.

How to update your contact or vendor details

If any of your details have changed, please email: info@hauraki-dc.govt.nz. If you have a change in bank account number please send Hauraki District Council District a bank verified account name and number.