The Purchase Order Invoice is a fundamental commercial document used in New Zealand business transactions to formalize purchasing arrangements and request payment. It is particularly relevant when businesses need to maintain clear documentation of their procurement processes while simultaneously creating a tax-compliant invoice. This document type must comply with New Zealand's GST requirements and commercial law framework, including the Goods and Services Tax Act 1985 and Contract and Commercial Law Act 2017. It serves multiple purposes: confirming order details, establishing payment obligations, supporting tax compliance, and maintaining audit trails. The document is especially useful for businesses that want to streamline their procurement and accounts payable processes by combining purchase order and invoice information into a single document.
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1. Invoice Header: Contains company letterhead, invoice number, date, and 'Tax Invoice' clearly marked
2. Supplier Details: Full legal name, trading name if applicable, physical address, contact details, and GST registration number
3. Customer Details: Full legal name, billing address, shipping address (if different), and customer reference number
4. Purchase Order Reference: Customer's purchase order number and date of order
5. Item Details: Detailed list of goods/services, including quantity, unit price, and description
6. Pricing Breakdown: Subtotal, GST amount, and total amount payable in NZD
7. Payment Terms: Due date, payment methods, and bank account details
8. Legal Statement: Standard statement confirming this is a valid tax invoice for GST purposes
1. Purchase Order Terms and Conditions: Include when specific terms need to be referenced or when it's a first-time transaction
2. Shipping Details: Include when goods are being physically shipped, including delivery terms and tracking information
3. Discount Information: Include when special pricing or discounts are applied to the order
4. Project Reference: Include when the purchase is related to a specific project or cost center
5. Foreign Currency Conversion: Include when transaction involves foreign currency, showing conversion rates and dates
1. Detailed Product Specifications: Detailed technical specifications or product descriptions when the main invoice item list is insufficient
2. Delivery Schedule: When multiple delivery dates or complex logistics arrangements are involved
3. Price List Reference: When prices are based on an agreed price list or catalog
4. Supporting Documentation: Any additional documents such as certificates of origin, quality certificates, or compliance documents
Authors
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
Wholesale Trade
Construction
Professional Services
Information Technology
Agriculture
Mining
Healthcare
Education
Logistics
Hospitality
Consulting
Engineering
Food and Beverage
Relevant Teams
Procurement
Accounts Payable
Accounts Receivable
Finance
Operations
Administration
Supply Chain
Purchasing
Accounting
Commercial
Relevant Roles
Procurement Manager
Accounts Payable Coordinator
Finance Director
Purchasing Officer
Accounts Receivable Manager
Financial Controller
Supply Chain Manager
Bookkeeper
Chief Financial Officer
Accounting Manager
Operations Manager
Administrative Assistant
Office Manager
Business Owner
Finance Assistant
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