No Purchase Order No Payment Policy

As a supplier of services, goods or works to West Lindsey District Council (WLDC), we request that invoices submitted to us must contain a valid purchase order number which starts with "WL" and is followed by eight digits. For example: WL00005527

From 1 October 2024 we will no longer be accepting invoices for payment unless they quote a valid purchase order number.

When you are approached by WLDC to supply a product or service, your contact needs to provide a valid purchase order following an acceptance of a quote. Any services, supplies or works should not be provided until a purchase order number has been received.

If no purchase order has been received, you will need to check with your WLDC contact before any orders or works are commenced.

What is the No Purchase Order No Payment Policy?

No Purchase Order No Payment is a widely used method that West Lindsey District Council is adopting to ensure that the council pays for services, supplies and works received which have been authorised in accordance with the Council’s financial regulations and contractual procedures. As a supplier to WLDC, you will need to quote a valid purchase order on your invoice to enable us to process and pay it promptly. If the invoice does not quote a valid purchase order number, it will be returned and requested that a valid purchase order number be quoted. Under certain circumstances a purchase order will not be required, this will be made clear by your contact when services, goods or works are being acquired.

Hopefully the following will answer any queries you may have about the implementation of this policy.

accordion | No Purchase Order No Payment frequently asked questions

No Purchase Order No Payment frequently asked questions

Why implement a No Purchase Order No Payment policy?

The policy is being introduced to help improve efficiency in our procurement and payment process. The benefits to you as a supplier include a streamlined process for payment of invoice within the agreed terms and conditions.

Will I get paid quicker if I provide a purchase order number?

Standard West Lindsey District Council payment terms are 30 days from receiving an invoice quoting a valid purchase order number. If an invoice is received without a purchase order it will be returned to you and inevitably result in a delay in payment.

An invoice has been returned requesting a valid purchase order number to be quoted. How can I obtain this?

You will need to contact the member of West Lindsey District Council staff who gave you the original instruction to supply the goods/services and ask them to provide a valid purchase order number.

What does a valid purchase order number look like?

West Lindsey District Council’s purchase order numbers start with "WL" and are followed by eight digits. For example: WL00005527

I have supplied goods or services to West Lindsey District Council, where do I submit my invoice to?

Invoices, preferably in PDF Format, need to be emailed to invoices@west-lindsey.gov.uk quoting a valid purchase order number or posted to:

West Lindsey District Council
Guildhall
Marshall’s Yard
Gainsborough
DN21 2NA

The contact or address details West Lindsey District Council holds for my company need updating. Who do I contact to get these amended?

We always endeavour to maintain data as accurately as possible so if you need to advise us of any changes in writing, please contact Accounts Payable at procurementteam@west-lindsey.gov.uk

If I need more information or have a query, who do I contact?

If you require any further information regarding the new No Purchase Order No Pay policy please contact the Procurement team at procurementteam@west-lindsey.gov.uk