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No PO No Pay Policy and invoicing

Supplier alert: Fraudulent purchase order scam

Norwich City Council has become aware of a scam whereby suppliers are contacted with an illegitimate purchase order, which purports to come from the council. Please see information and advice about the scam and what to look out for.

23 August 2024

We operate a No Purchase Order No Pay Policy (No PO No Pay). This means that Norwich City Council suppliers will need to quote a valid purchase order (PO) number (unless in scope of the exceptions list) on their invoices before we pay them.

How to invoice Norwich City Services Ltd (NCSL).

No PO No Pay policy

The council's No PO No Pay policy came into effect on 1 October 2024.

This policy does not apply to the council’s wholly owned companies which are Norwich City Services Ltd, Lion Homes (Norwich) Ltd, Legislator 1656, Legislator 1657 and Three Score Open Space Management Ltd.

Council officers have been instructed to return all invoices, which have been submitted to the council and do not quote a valid PO, back to the supplier.

No PO No Pay Policy

What is the No PO No Pay policy?

Our No PO No Pay Policy is one of council’s key financial control measures to ensure that payments are made only to suppliers where their invoice contains a valid PO number (unless a pre-agreed exception applies – see a below for full list).

Goods, services and works should only be supplied to the council after receipt of an official PO. If a valid PO number is not quoted on your invoice, then the invoice will be returned to you. You are advised not to undertake or make any commitment with the council for the supply of Goods, services or works until the official order has been raised. Failure to comply with this may result in non-payment of your invoices.

What is a PO number sequence for the council?

The council’s finance system generates POs in the format of 8 digits starting with the number 7. The number is displayed at the top right of the PO, where it states ‘Order No’.

Exceptions to No PO No Pay

The following expenditure or circumstances do not require POs. The exceptions list currently covers:

  • Business Rates  
  • Council Tax  
  • Decoration allowance  
  • Grants  
  • Insurance claims settlements  
  • Licences  
  • Payments for the acquisition of land and property  
  • Payments for the disposal or acquisition of securities and investments  
  • Payments to or on behalf of public bodies – non-procurement related payments only 
  • Payroll related deduction pay overs and payments to the Norfolk Pension in respect of added years and deficit payments
  • Purchase card payments  
  • Planning application fees  
  • Rent  
  • TV licencing  
  • Utilities  
  • VAT only invoices.  

This list is under constant review.

Invoice processing

Invoices received without a valid PO number will be returned unpaid to the supplier. 

You will be instructed to either resubmit your invoice quoting a valid PO number or contact the council officer who requested the goods, services or works and request that they provide you with an appropriate PO.

POs will only be produced by our finance system once authorised by the appropriate council officer.

Invoices

All invoices must include the following information:
  • your company name, address and contact information
  • bank details
  • your VAT registration number (if VAT is applicable)
  • a clear description of what you are charging for
  • the date the goods or service were provided (date supplied)
  • a valid council generated PO number
  • invoice number
  • invoice date
  • amounts being charged
  • VAT value if applicable
  • total value

Please email all invoices to accountspayable@norwich.gov.uk

Emergency purchase orders

In exceptional circumstances an emergency provision of goods, services and works can be made, however, you should work with the council’s officer from the service area in these situations. The council officer shall be responsible for communicating with the accounts payable team in these circumstances. An official PO may be raised retrospectively.

What are the benefits of a No PO No Pay policy?

  • Ensures that purchases are authorised before goods, services and works are supplied.
  • Enables the council to process invoices efficiently and pay suppliers within payment terms.
  • Allows accurate timely reporting, budgeting and forecasting across the council.
  • Removes potential risk to the council and supplier by formally agreeing the terms of engagement before the supplier commits to deliver.

Why a No PO No Pay financial control measure?

No PO No Pay ensures that the council only pays for goods, services and works which have been properly ordered and authorised. It also ensures invoices received by the accounts payable team can be processed efficiently to minimise payment delay to suppliers.

What should I do if I have sent an invoice quoting a valid PO number and my payment appears to be delayed?

Invoices may be delayed for payment if the invoice is being disputed.

Invoices may be disputed for a number of valid reasons that may include, but not limited to:

  • PO number quoted on the invoice is closed or complete
  • PO number quoted does not match the issued PO
  • Invoice quantities, description, dates or pricing do not match those on the quoted PO number.
  • If you know your invoice is in dispute please contact the council officer who provided you with a PO.

If you are not aware of a dispute then contact the council’s accounts payable team at accountspayable@norwich.gov.uk

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