This page provides information to suppliers and contractors providing goods and services to the council, on the steps they need to take to ensure that they are paid for these goods and services promptly.
New suppliers’ forms
The council has contracts with different companies and traders to supply goods and services. When first doing business with the council, suppliers will be asked to complete a new supplier form; this includes their business details, company bank account information, payment terms and CIS status (if applicable).
This form will be sent to you via email by the Corporate Payments Team for you to complete. Once we have received and processed your form we can set up your new supplier account. This will allow us to make payment to you.
If you're already a supplier and need to change any of your company details including bank details, email email@example.com with your amendments and if necessary a new form will be sent to you to complete.
Official purchase orders
It is the council’s policy that all procurement of goods and services must be confirmed with an official purchase order. There are only a very few authorised exemptions to this policy. Purchase orders are issued electronically and therefore suppliers are required to provide a valid email address before orders can be raised.
The official purchase order number must be quoted on all supplier Invoices. Failure to do this will delay the processing of the invoice and the council reserve the right to return invoices that do not display a current valid official purchase order number.
Submitting an invoice
All invoices must be addressed to Wirral Council.
To help ensure that payments are made promptly, please ensure all invoices include:
- an invoice number
- the invoice date and a tax point date if that is not the same as the invoice date
- the supplier’s name and address
- the supplier's VAT registration number, the VAT rate applied to each item and the net, VAT and gross amounts payable (where applicable)
- a full description of the goods or services provided. If any works fall into the sub-contracting category, under the HMRC Construction Industry Scheme (CIS), then a split must be clearly shown between labour and materials where applicable
- a valid official purchase order number provided by the council (failure to quote an official purchase order number may lead to your invoice being returned).
Which email address should invoices be sent to?
For speed of processing, send your invoices (in PDF format), along with any supporting documentation directly to the following email: firstname.lastname@example.org
What is Wirral Council's address for sending paper invoices?
The address required on all invoices and where paper invoices can be sent, is:
PO Box 290
If an invoice is disputed, it is the responsibility of the member of staff who raised the purchase order to contact the supplier and agree a resolution. Disputed invoices are flagged in the creditor ledger and will not be paid until the dispute is resolved.
When will I be paid?
All invoices will be paid within the agreed Wirral Council payment terms; our standard terms are 30 days from date of invoice. For suppliers which are classified as a Small Medium Enterprise (SME), then payment terms will be 10 working days from date of invoice.
How are payments made?
The council’s policy is to make all payments to suppliers by BACS transfer. Cheque payments will only be made in exceptional circumstances. Our BACS payment runs are daily and can take up to three working days to reach your account.
If you have any questions regarding BACS transfers contact the Corporate Payments Team via email at: email@example.com
Early Payment Terms
The council welcomes discount offers from suppliers based on early payment terms. If you wish to be paid in less than 30 days and you are able to offer a % discount to enable this, please complete the part of the form that refers to settlement discount.
Queries concerning an order, the goods or services supplied or any other dispute should be addressed to the member of staff who raised the order. Their contact name and email address will be included on the official purchase order form.
Queries concerning payment of an invoice should be addressed to the Corporate Payments team:
Telephone: 0151 606 2000
Please be aware that the council has a legal responsibility to provide information to the Audit Commission to help prevent and detect fraud. For Sole Traders this may include some elements of personal data and some personal contact details.
No Purchase Order No Pay
Wirral Council has a No Purchase Order No Pay policy. This means that all invoices submitted to the council must contain a valid Purchase Order number. Invoices without a valid Purchase Order number will be returned to the supplier.