Invoicing and Payment Options

Invoicing Requirements

 

To receive payment for goods or services provided, vendors must submit an original invoice. All invoices must include:

  • A properly authorized purchase order (PO) number
  • A complete description of the goods or services furnished
  • Quantity delivered
  • Unit prices and totals
  • Any prompt payment discount terms, if applicable

Upon delivery, the City’s using department will inspect and accept the goods or services. Once approved, the invoice will be processed for payment. To help expedite payment, invoices should be sent directly to the City’s ordering department. Please confirm with the department if there is a specific email address for invoice submissions.

The City processes payments using one of the following methods:

  • P-Card (credit card)
  • Purchase Order (PO)
  • Check Request

Note: The City does not pay convenience or transaction fees for P-Card payments. If your policy includes such fees, you must request a Purchase Order before the order is placed.

Payment Options

Purchasing Card (P-Card)

The City of Coconut Creek has implemented a Visa Purchasing Card Program through Truist Bank. Vendors will receive payment from the P-Card in the same manner as other Visa purchases. The City encourages vendors to take the necessary steps to implement the ability to accept the Visa credit card.

Vendors accepting payment by P-Card may not require the City (Cardholder) to pay a separate or additional convenience fee, surcharge or any part of any contemporaneous finance charge in connection with a transaction. Such charges are allowable; however, must be included in the total cost of the bid. Vendors are not to add notations such as "+3% service fee” in their bid response. All bid responses shall be inclusive of any and all fees associated with the acceptance of the P-Card.

Vendors agreeing to accept payment by P-Card must presently have the capability to accept Visa or take whatever steps necessary to implement the ability before the start of the agreement term.

EFT (Electronic Funds Transfer)

The City of Coconut Creek’s Electronic Funds Transfer (EFT) option allows vendor payments to be processed electronically, with funds deposited directly into the vendor’s chosen bank account. Payments are available on the same day the bank receives them—eliminating the wait for mailed checks and the need for bank visits.

EFT payments also reduce the risk of misrouting, theft, and forgery. Additionally, a remittance advice will be sent automatically to the email address specified by the vendor.