Invoicing and Payments

Supplier Invoice Requirements (effective July 1, 2024)

Purpose

We have important changes to our invoice submission process as part of our ongoing efforts to streamline our accounts payable process. To facilitate a more efficient and streamlined process, we have updated our supplier invoice requirements. Failure to follow the instructions outlined below may result in delays in payment.

Please review the following guidelines carefully to ensure that your invoices are processed promptly and efficiently:

Invoice Submission Requirements

• Continue to submit invoices electronically to [email protected]
  • The following will NOT be accepted through this email:
    • Statements
    • Past due notices
    • Duplicate invoices
    • Quotations
    • Estimates
    • Communications
• One PO per invoice
• A separate email for each invoice is required and should not exceed 15MB per email
• Acceptable invoice formats are PDF, TIF, TIFF, PNG, JPEG DOC and DOCX
• Invoice and supporting documentation must be emailed as one PDF (or noted acceptable format) containing both invoice and supporting documentation (the first page must be the invoice)
• Payment remittance advice will be emailed to supplier
• If a supplier does not have the capability to email invoices, the mailing address:

PO Box 44638

YVR Domestic Terminal RPO

Richmond BC

Canada V7B 1W2

Attn:  Accounts Payable

 

All invoices submitted must be original documents (statements are not acceptable) and to process the invoice efficiently, they should contain the following information:

 

PO Number

• Original PO number (clearly identified, separate from other information)
• Invoice with a PO with more than 1 line must clearly identify PO line numbers (ie. Line 1, Line 2 etc.)
• PO number must be printed below the supplier name

   

Invoice Details

• Invoice date
• Invoice number
• Amount due (helpful to include currency)
• Full legal name of supplier, remittance address, remittance email and banking remittance details
• Description of work performed for goods and services matching the description and item on the PO’s
• Clearly identify freight on a separate line
• Clearly identify tax exempt goods lines on invoice
• CREDIT invoices must have negative values (minus sign, not brackets) (credits must reference the original invoice number)
• Payment terms

• Note: Vancouver Airport Authority applies standard net 30 days unless other terms are contractually agreed upon.

 

Taxes

• GST Registration Number with GST Paid (shown as a separate item on the invoice)
• PST Registration Number with PST Paid (shown as a separate item on the invoice)
• Non-Resident Withholding Tax: Non-Resident contractors must submit invoice which clearly indicates payment for non-resident contractor services rendered and number of days worked inside Canada.

 

Contact Information

Please send Accounts Payables statements, communications and inquiries to [email protected].