No PO No Pay policy

Supplying to Norwich City Council? 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 “No PO No Pay”?

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 Norwich City Council:

  • get a valid PO number from the council officer requesting the service
  • include that PO number on your invoice
  • send your invoice to: accountspayable@norwich.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 an 8-digit number starting with “7”
  • 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

Exceptions – when you don’t need a PO

Some payments don’t require a PO. The current list is:

  • Business Rates  
  • Council Tax  
  • Cycle Scheme
  • Decoration allowance  
  • Grants  
  • Insurance claims settlements  
  • Landlord refunds
  • 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

(Full list is reviewed regularly)

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: accountspayable@norwich.gov.uk

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