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Our services/Information for our suppliers and contractors

Information for our suppliers and contractors

As a supplier or contractor to Vector or one of Vector’s subsidiary companies, we want to make it easy for you to do business with us. The page provides useful information for reference.

Mission bay


Supplier code of conduct

This Supplier Code of Conduct sets Vector’s minimum sustainability expectations. Suppliers must comply with all laws, uphold these standards, and ensure their employees are aware of them.

Supplier code of conduct PDF



Cybersecurity policy

This policy applies to all third-party software, services, and deliverables, on-premises or cloud-based.

Cybersecurity policy PDF



Contractor HSE handbook

This handbook sets minimum expectations for all contractors, outlining responsibilities for health, safety, and environmental management, with a focus on risk prevention.

Contractor HSE handbook PDF



Whistleblower policy

This Policy sets out the “Whistleblower” process for raising concerns about actual, suspected or anticipated Wrongdoing (as defined in this Policy) within the Vector Group.

Whistleblower policy PDF



Vectors IT acceptable use policy

This is for all Vector contractors, agency temps and independent contractors to be completed and returned to your Vector contact so that we can setup the person on our systems prior to their start date.

IT acceptable use policy PDF




Accounts payable

Here is some infomation about our invoice and payment processes to help ensure you are paid on time.

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.


If you are a supplier not registered for GST in New Zealand


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

Changing your account details

Please email us at accounts.payable@vector.co.nz advising us of what has changed.


Bank changes

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


Name changes / Other

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


FAQs

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 to the purchase orders tab above.


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 above for payment terms.

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.

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 to the section, 'what to include on my invoice' under the invoices tab.

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 the section 'What to include on my invoice' under the Invoice tab above.


You need to send your invoices to our accounts payable department for processing.

Refer to the section 'where to send your invoices' under the invoice tab above.

If a mistake has been made with your original invoice sent, please email us or call (+64) 9 978 7626.

Please send credit notes to the same address as invoices.

Refer to the section 'where to send your invoices' under the invoices tab.

Please email us or call (+64) 9 978 7626.

If you're required to send a copy to your contact at Vector, please ensure that it is marked as a copy to avoid any confusion.

Don't send another copy of the invoice to accounts payable without contacting us first.

Please email us call (+64) 9 978 7626.

Any changes to your details need to be emailed to accounts.payable@vector.co.nz 

Refer to the section 'changing your account details' under the accounts details tab.

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.

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.