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Home: Business full menu: Doing business with Kirklees Council

Sending invoices to Kirklees Council

Sending Invoices - October 2010
eprocurement@kirklees.gov.uk

At Kirklees Council we have changed the way we process paper invoices. In the past you sent invoices to individual departments for them to be processed for payment. Invoices will now be processed by our centralised invoice processing department. To facilitate this we have changed the address to send your paper invoices to. We will notify you of the invoice address when we send you an Official Purchase Order. Please remember to quote the official Purchase Order number on any invoice that you send to us.

Receipt of a Purchase Order

We will send you a Purchase Order whenever we wish to purchase goods or services from you. The Purchase Order will be sent electronically to you by either email or fax from our purchasing system, Kirklees Marketplace. If you do not have access to email or do not have a fax machine we will send the Purchase Order to you in the post, or verbally quote the Purchase Order number to you.

You should always insist on a Purchase Order being given to you as this is your confirmation that the person ordering the goods or services has approval to purchase them.

What your invoice must include

VAT registered companies

As a VAT registered company you must include the following on every invoice:

  • The Purchase Order number
  • A unique invoice number which follows on from the previous invoice number
  • Your name/trading name and your full address (please remember to include your post code)
  • Your VAT registration number
  • The date of the invoice
  • The date/time of supply (tax point) if different from the invoice date
  • Our name (Kirklees Council) and address (usually where you supplied the goods/services or the invoice address)
  • A description of the goods or services
  • For each different type of item listed on the invoice:
    • The unit price excluding VAT
    • The quantity, or extent of the service
    • The rate of VAT that applies
    • The total amount payable excluding VAT
    • The rate of any discount
    • The total amount of VAT
  • If the invoice includes zero-rated goods or services:
    • Show clearly there is no VAT payable on these goods/services
    • Show the total of those values separately

You can view the HMRC website for further details:

If your invoice is for £250 or less, and is a retail sale, you can issue a simplified VAT invoice. Further details:

An example of a VAT invoice can be found at:

If you send us an invoice without all of the required information above, we will return it to you unpaid.

Non-VAT registered companies

As a non-vat registered supplier the amount of information you need to put on your invoice is less than for a VAT registered supplier. However, a certain amount of information is required to allow us to process your invoice:

  • The Purchase Order number
  • A unique invoice number which follows on from the previous invoice number (if you don't have a numbering system for invoices, you need to create one - this can be as simple as 1, 2, 3, etc).
  • Your name/trading name and your full address (please remember to include your post code)
  • The date of the invoice
  • Our name (Kirklees Council) and address (usually where you supplied the goods/services or the invoice address)
  • A description of the goods or services
  • For each different type of item listed on the invoice:
    • The unit price
    • The quantity, or extent of the service
    • The total amount payable
    • The rate of any discount

Non-VAT registered companies should send this to us. If you send us an invoice without all of the required information above, we will return it to you unpaid.

Sending an invoice electronically

If you are able to, we would like you to electronically invoice us. A number of options are available:

  • Using the Kirklees Marketplace system to generate your invoices.
  • Emailing the invoice to us
  • XML invoicing

Kirklees Marketplace

Kirklees Marketplace is our purchasing system. The system allows suppliers to log in and look at their Purchase Orders, goods that we have received and the status of your invoices. You can also update your company details on-line.

When we set your company up on Kirklees Marketplace you may have received a user id and password to log on to the system at:

If you do not have your user id and/or password please email eprocurement@kirklees.gov.uk and we will re-send them to you.

Kirklees Marketplace allows you to create invoices electronically against our Purchase Order. There are many benefits including: reduced paper, reduced postage charges, quicker processing and visibility of the status of the invoice.

Emailing invoices to us

When emailing an invoice to us you must always include the Purchase Order number on your invoice, in addition to all other relevant information above. If you send us an invoice without all of the required information above, we will return it to you unpaid. Emailed invoices should be sent to marketplace.invoices@kirklees.gov.uk.

XML invoicing

XML invoicing is a method of sending invoices directly from your billing system straight in to Kirklees Marketplace. XML invoicing is quite complex and is only recommended for medium to large organisations. If you would like to know more about XML invoicing, please contact the eProcurement team by email - eprocurement@kirklees.gov.uk.

Contact Us

If you have any other queries please contact the eProcurement team.

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