Doing Business with Defence

Defence is a large Commonwealth government Department, bound by legislation, internal financial and procurement policy, and complex processes. To get the most out of doing business with Defence, you need to be aware of Defence's purchasing and payment requirements, what to do and who to contact.

To view/print an information card entitled "Doing Business with Defence" click here.

Supplying Goods or Services to Defence

When supplying goods or services to Defence, particularly for items under $5,000, you can request immediate payment by credit card. Defence Purchasing Card (DPC) is currently a VISA card and is not suitable as a method of payment for any items purchased through the Military Integrated Logistics Information System (MILIS).

Where a DPC is not used, you should ensure you get the following information from your Defence contact officer for inclusion on your invoice:

Defence's invoicing requirements are outlined in detail at "Submitting your invoice" below.

Understand the terms and conditions of your contract

Make sure you understand the terms of your business arrangement with Defence. Terms and conditions are outlined in your contract or Defence Purchase Order.

For payments of your invoice/s Defence's standard terms and conditions of payment are 30 days following receipt of goods or services or a correctly rendered tax invoice whichever is the latter. The exception to this is when goods or services are paid using the Defence Purchasing Card (DPC) (VISA) which enables immediate payment for purchases under $5,000.

Liasing with Defence

If you need to contact Defence in relation to the supply of goods or services, including delivery, the Defence contact officer who placed the order with you is your Defence point of contact.

For queries related to invoices and their payment you should contact Defence Accounts Payable on 1300 134 346.

For queries relating to DPC payments you should speak to your Defence contact officer.

Delivery of Goods or Services

The goods or services should be supplied in accordance with the terms and conditions provided in your contract or Defence Purchase Order.

Delivery dockets should accompany the goods and be sent to the delivery address listed on your Defence Purchase Order.

Submitting your invoice

Invoices should be sent to the invoicing address listed on your Defence Purchase Order.

Suppliers should not set a default invoicing address, as this address may not be the same each time goods or services are purchased by Defence.

Do not send duplicate invoices unless specifically requested to do so by your Defence contact. When requested to submit a duplicate, ensure it is marked clearly as a DUPLICATE, and contains identical information to the original invoice (do not change the invoice number or other invoice details).

Defence will return invoices that are NOT correctly rendered according to Defence requirements, for rectification.

Defence requires tax invoices to be correctly rendered, in accordance with A New Tax System (Goods and Services Tax) 1999, and include the following Defence specific requirements:

For information on how to prepare invoices for faster processing and the requirements of a correctly rendered tax invoice click here.

Invoices can be sent by mail to the following address:

Defence Accounts Payable
PO Box 800
Salisbury South SA 5106

Or you can submit your invoice by e-mail to invoices@defence.gov.au.

The invoice should be submitted as an image file in accordance with the following specifications:

Requesting payment

When you invoice Defence, you will be paid in accordance with the payment terms outlined in your contract or Defence Purchase Order. The standard terms and conditions include payment terms of 30 days following receipt of goods or services or a correctly rendered tax invoice whichever is the later.

For enquiries related to invoices or payments you should contact Defence Accounts Payable on 1300 134 346.

Paid Accounts

DPC statement/paid accounts receipts should be sent to the Defence contact officer and must be clearly identified as PAID.

Credit Notes

Credit notes must be sent to the Invoicing address listed on your Defence Purchase Order.