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How you can invoice us
Before you invoice us
You need a purchase order before you can send us an invoice.
Valid purchase order numbers are ten digits long with a ‘30’, ‘65’, or ‘66’ prefix.
If you do not have a purchase order or do not know your purchase order number, contact the person you have been dealing with and request this information.
All purchase orders created by us, Panuku and ATEED have standard terms and conditions, unless otherwise agreed in the procurement contract.
How to send us your invoice
You should know
We accept invoices as PDF or Microsoft Word files. We accept Excel files if only one tab is used and the document is formatted to portrait.
We do not accept handwritten invoices or handwritten purchase order numbers. We will only accept computer generated invoices.
Email your invoice to email@example.com.
Make sure you include:
- your vendor name
- your vendor number
- an approved purchase order number (only one number per invoice)
- your GST number
- a GST amount
- a total amount
- your bank account details
- an invoice number
- an invoice amount
- an invoice date.
Include only one invoice per attachment and, if possible, one invoice per email.
Post invoices only if you can't email them. Do not post and email the same invoice.
Private Bag 92303
What happens to your invoice
We will scan and load the information on your invoice into our financial system.
When we will pay your invoice
Invoices dated in the current month should reach us by the fifth working day of the month to ensure we can process them for payment on the 20th of the month.
Date the invoices in the month you delivered the service or goods. For example, for goods or services provided in January with an invoice:
- dated 31 January and received by 5 February will be paid on 20 February
- 1 February and received by 5 February will be paid on 20 March
We will make an electronic bank transfer directly into your bank account on the 20th of the month, following the date on your invoice.
To prevent duplication, send corrected invoices only if we returned the original to you.
Sending a credit note
Please send credit notes to the same address as invoices, clearly state ‘Credit’ and refer to the original invoice.
Always put a valid purchase order number on the credit note.
Contact us about your invoice
For queries regarding your invoice, credit note, payment, or refund, contact us on 09 373 6868 or email firstname.lastname@example.org.