Our contracts for services, works, goods, and consultancy
No Purchase Order, No Pay policy
Supplying to Borough Council for King's Lynn and West Norfolk? Make sure you get paid on time by following our simple No PO No Pay rule - no purchase order, no payment. Here's what you need to know to keep things smooth and stress-free.
What is a No PO, No Pay policy?
If your invoice doesn’t include a valid Purchase Order (PO) number, we won’t pay it.
This policy helps us manage public funds responsibly and ensures that all purchases are properly approved before any money is spent.
What you need to do
Before supplying any goods, services, or works to Borough Council for King's Lynn and West Norfolk:
- get a valid PO number from the council officer requesting the service
- include that PO number on your invoice
- send your invoice to: accounts.payable@West-Norfolk.gov.uk
If your invoice is missing a PO number, it will be returned unpaid.
Why this matters
- ensures purchases are properly authorised
- speeds up invoice processing and payments
- helps with accurate budgeting and reporting
- reduces risk for both the council and suppliers
What does a valid PO look like?
- it’s a 7-digit number
- you’ll find it at the top right of the official PO document, labelled “Order No”
What to include on your invoice
Make sure your invoice has:
- your company name and contact details
- bank details
- VAT registration number (if applicable)
- description of goods/services
- date supplied
- valid PO number
- invoice number and date
- amounts and VAT (if applicable)
- total value
What if there’s a problem?
If your invoice includes a valid PO but payment is delayed, it might be:
- the PO is closed or doesn’t match the invoice
- details like quantity or pricing don’t align
Contact the council officer who gave you the PO or email: accounts.payable@West-Norfolk.gov.uk.
Our contracts for services, works, goods, and consultancy
The appropriate terms and conditions detailed below must be followed if you supply to us (e.g., if you are supplying us with pens you must utilise the ‘Goods Contract’ if you are providing a plumbing service you must utilise the ‘Service Contract’ etc.)
The Goods & Services Agreement below shows the Council’s standard terms and conditions which will apply to all supply contracts.
This section also shows legal formalities for Requests for Quotations.