Purchase orders
You must obtain a purchase order from Vector before supplying goods and/or services to us. Vector pay suppliers based on approved purchase orders matched to an invoice through a scanning system.
The purchase order relating to the goods and services you provide Vector or relevant Vector group entity must be included on your invoice. If there isn’t a valid purchase order number shown on an invoice it may be returned to the supplier or delay payment.
You should have received a purchase order when the goods or services were requested.
A valid purchase order number is ten digits long and begins with ‘45’.
If you do not have a purchase order, please contact the person you have been dealing with at Vector to request this information.
Purchase order terms and conditions
​Unless you have a specific written contract with Vector that the relevant Vector entity and the seller have both executed in respect of the goods/services described in a purchase order, Vector’s standard conditions of purchase (goods and services) domestic and international, will apply to all purchase orders. These can be viewed here.
These standard conditions of purchase may change from time to time.
What to include on your invoice
Your invoice must reference:
- a Vector purchase order number
- the same company as named on the purchase order
| If you are a supplier registered for Goods and Services Tax (GST) in New Zealand |
Your invoice must comply with GST law.
Your invoice must contain the following:
- The words “Tax Invoice” in a prominent place
- Your name and address
- Your GST registration number
- The name and address of the recipient (the name of the relevant Vector group entity)
- Date of issue of the tax invoice
- Description of the goods and/or services provided
- The quantity or volume of the goods and/or services provided
- Either: the dollar value of the supply with the GST amount shown separately, or the total combined dollar value of the supply and GST amount with a statement that the total is “GST Inclusive”.
In the event that a supply is exempt from GST, then this should be separately identified.
Any adjustment to an invoice will generally require either a debit note or credit note to be issued which is compliant with GST law.
Information on GST record requirements can be obtained from Inland Revenue website.
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If you are a supplier not registered for GST in New Zealand
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Your invoice must contain the following:
- Your name and address
- The name and address of the recipient (the name of the relevant Vector group entity)
- Date of issue of the tax invoice
- Description of the goods and/or services provided
- The quantity or volume of the goods and/or services provided
- Dollar value of supply
If you have any questions please either email us or call (+64) 9 978 7626
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Accepted invoice file formats
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File formats accepted for emailed invoices
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Vector accepts the following emailed file format type: PDF
- If your invoice has been created in Microsoft Excel or Word, please convert it to PDF format before submitting to Vector for payment.
- Include only one invoice per attachment (multiple attachments within one email are allowed)
If your email has been returned to you please check that you have sent an appropriate file format.
Please note that freeware (free downloaded software) may cause a problem. Your file may have been corrupted; please create a new document in PDF format and resend.
If you have any questions, either email us or call (+64) 9 978 7626
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Where to send your invoices
Please only send your invoice to Accounts Payable ONCE. If you’re not sure whether we’ve received your invoice, or have any questions please email us or call (+64) 9 978 7626.
Don’t use coloured pen or highlighters on your invoice. When scanned through our system, coloured writing doesn’t show up and highlighters appear black. This may delay payment.
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Electronic invoices
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By email
apinvoices@vector.co.nz (invoice only) Invoices sent to this address are automatically scanned into the system into approval workflow – and strict criteria must be met.
- Valid purchase order number must be displayed.
- PDF file format only.
- One invoice per attachment.
- One purchase order reference per invoice.
By email
Statements & Queries: Statements and queries should be sent by email to accounts.payable@vector.co.nz
Please include all details of the invoice(s) you are querying, e.g.
Date
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Reference
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Amount
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PO Number
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Hardcopy invoices only
Vector Accounts Payable
C/o Vector Head Office
PO Box 99882, Newmarket 1149
Auckland, New Zealand
Payment of your invoice
Invoices must pass through Vector’s invoice approval system before they can be paid.
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Payment Methods
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Vector’s method of payment for invoices is by electronic bank transfer directly into the supplier’s bank
account.
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Payment Terms
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Vector’s standard payment term is the 20th of the month following the date on your invoice (subject to the invoice being approved for payment).
For example, an invoice that is dated:
- 31 January will be paid on 20 February
- 1 February will be paid on 20 March
Exception – If the 20th falls on a weekend or statutory holiday, then it will be processed the next business day.
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Changing your account details
Please email us at accounts.payable@vector.co.nz advising us of what has changed.
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Bank changes
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For Bank account changes must be accompanied with a valid document that includes the bank account details, such as:
- Bank deposit slip
- Bank verified printed document
- Internet banking screenshot
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Name changes / Other
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For all other changes including changes to business trading names, company names, company registration numbers, and GST or company ownership please provide information to assist with coordination and management of our database. E.g.
- NZ Certification of Incorporation
- ASIC references
- Valid invoice
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Frequently asked questions
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I don’t have a purchase order number?
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If you do not have a purchase order, please contact the person you have been dealing with at Vector to request this information.
A valid purchase order number is ten digits long and begins with ‘45’
Refer the Purchase Orders tab.
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When will I be paid?
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Vector’s standard payment term is the 20th of the month following date on your invoice. If the 20th falls on a weekend or statutory holiday, then it will be paid on the next working day.
Refer to the invoice tab for payment terms.
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Why have I not been paid?
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Please email accounts.payable@vector.co.nz or call (+64) 9 978 7626. Do not send another copy of the invoice to Accounts Payable without contacting us first.
Invoices must be approved before they can be paid.
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What information do I need to provide on my invoice?
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It is important that you include a purchase order number on your invoice so that we can match your invoice in our system to what has been ordered.
Refer What to include on my invoice under the invoices tab.
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What file formats do you accept for emailed invoices?
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Vector accepts the following emailed file format types:
JPEG, Tiff, and PDF.
- If your invoice has been created in Microsoft Excel or Word, please convert it to pdf format before submitting to Vector for payment.
- Include only one invoice per attachment (multiple attachments within one email are allowed)
If your email has been returned to you please check that you have sent an appropriate file format.
Please note that freeware (free downloaded software) may cause a problem. Your file may have been corrupted; please create a new document using one of the accepted file formats (preferably pdf) and resend.
If you have any questions, either email us or call (+64) 9 978 7626.
Refer to What to include on my invoice under the Invoice tab.
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Who do I send my invoice to?
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You need to send your invoices to our Accounts Payable department for processing.
Refer Where to send your invoices under the Invoice tab.
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I made a mistake on my submitted invoice, who do I talk to?
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If a mistake has been made with your original invoice sent, please email us or call (+64) 9 978 7626.
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Where do I send a credit note?
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Please send credit notes to the same address as invoices
Refer Where to send your invoices under the Invoices tab.
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Why has my invoice been returned to me?
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Please email us or call (+64) 9 978 7626.
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Can I send more than 1 copy of the invoice?
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If you are required to send a copy to your contact at Vector, please ensure that it is marked as a copy to avoid any confusion.
Do not send another copy of the invoice to accounts payable without contacting us first.
Please email us call (+64) 9 978 7626.
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How do I update my supplier details?
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Any changes to your details need to be emailed to accounts.payable@vector.co.nz
Refer Changing your account details under the Accounts Details tab.
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My invoice has a supporting spreadsheet, which breaks down the invoice amounts. Who do I send that to?
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Include it on your email to accounts.payable@vector.co.nz and copy the Vector contact into the email, clearly indicating that the Vector contact is receiving a copy for their information only.
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Are there tax obligations if I am a non-resident providing services in New Zealand?
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If you are a non-New Zealand tax resident providing services in New Zealand you may have New Zealand tax obligations. You can find out more about your tax obligations (in particular relating to non-resident contractors) at www.ird.govt.nz/international.
Vector may be required to deduct withholding tax from payments to you. Exemptions from withholding tax may be available. This can be a complex area. We recommend you contact your tax advisor if you are unsure of your position.
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