• Building Management and Works supplier payment overview

    The following information is aimed at providing detailed information for suppliers engaged by BMW relating to BMW's various methods of payment. Purchases made by BMW will generally relate to one of the following activities:

    1. maintenance of a Government building and fit-outs in selected buildings
    2. building or performing major works on a Government building
    3. leasing a property to be used for Government Office Accommodation
    4. general goods and services.

    The payments made for each of these activities have different requirements for you as a supplier, which will in turn ensure your prompt payment.

    All invoices or claim for payment documents must always be sent to BMW.

    1. Maintenance of a Government building and fit-outs in selected buildings
      These purchases are processed through one of BMW’s business systems called Mainsaver and you will receive a purchase order with details of the work that needs to be performed and the location.

      Breakdown repairs
      You will already have a customer breakdown repairs advice form (CBRA) or a maintenance advice form (MAF), which you need to complete and have signed by a site representative on the site you have been sent to. This CBRA or MAF must always be attached to the invoice as without it we are unable to make payment.

      Purchase order, CBRA or MAF
      On receipt of a purchase order from BMW, ensure:
      • the work has been performed as requested on the purchase order
      • you have filled in a CBRA or MAF form and had a client representative at the site sign it at each attendance to the site
      • the tax invoice quotes the purchase order and work order numbers
      • the tax invoice with the completed and signed CBRA or MAF form is sent.
        For metropolitan work -
        Department of Finance, Building Management and Works
        Locked Bag 44 Cloisters Square
        PERTH WA 6850.
        For work in regional areas, the invoices must be sent to the relevant Regional Office you performed the work for.
    2. Building or performing major works on a Government building
      These transactions are a result of being awarded a contract by BMW and a contract number is provided to you in the letter of award. This includes consultant engagements for planning and services to support the building or major works to a government building. The majority of contracts also require you to sign a recipient-created tax invoice (RCTI) agreement when entering into the contract.

      If you have signed an RCTI agreement then your contract may be in the BMW project and contract management system (PACMAN). You will either have the ability to log into this system and enter a payment claim yourself, or you will need to send it directly to the BMW contract manager.

      If your contract does not stipulate that you need to sign an RCTI agreement, you will send your invoice with the contract number on it to the person administering the contract. This may be either a BMW project manager or a private sector consultant. Advice on this is usually given to you when the contract is awarded.

      Contracts with RCTI agreements
      As the work progresses or when it is complete, ensure:
      • the work has been performed as per the contract
      • the payment claim is sent to the contract manager at BMW quoting the contract number
      • or the payment claim is entered by you into the PACMAN system.
      Contracts without RCTI agreements
      As the work progresses an when it is complete, ensure:
      • the work has been performed as per the contract
      • the tax invoice quotes the contract number
      • the tax invoice is sent to the BMW contract manager.
    3. Leasing a property to be used for Government Office Accommodation
      Invoices are to be sent direct to the Leasing Administration Team at the Department of Finance, Building Management and Works.

      Invoices must include the name of the building and a contact name to obtain any necessary supporting documents.

      Where to send invoices:
      All invoices must be sent to BMW, at the following address:
      Department of Finance
      Building Management and Works
      Locked Bag 44 Cloisters Square
      PERTH WA 6850

      To inquire about any leasing payments, please contact:
      Vinda Kang
      Leasing Manager, Portfolio Property Management
      Email: Vinda.Kang@finance.wa.gov.au

    4. General goods and services
      These are the general goods and services that are purchased by any business or Government department, and are not directly involved with BMW’s building works, maintenance or office accommodation activities.

      Credit Card
      If our purchase from you is of relatively low value (generally under $5,000) we will ask if you have credit card facilities which will guarantee your payment within 48 hours. No other documentation will be issued to you, but please ensure:
      • the buyer provides you with their name and address, a credit card number, expiry date and holders name and the delivery date, if not point of sale
      • the goods and/or services are delivered
      • the tax invoices/receipts are sent to the credit card holder.
      Purchase order
      If you do not provide credit card facilities we will send a purchase order, so please ensure:
      • the goods or services have been delivered as detailed on the purchase order
      • the tax invoice quotes the purchase order number
      • the tax invoice is sent to the person at BMW who made the order.

    Additional information

    Recipient-created tax invoices and what you need to know
    If you are a supplier who has entered into a contract with BMW, it may have been a requirement of that contract that you sign a recipient-created tax invoice (RCTI) agreement. An RCTI is a tax invoice issued by the recipient of the building works, goods or services (in this case BMW) rather than the supplier.

    The agreement stipulates what your responsibilities are and is based on the Australian Tax Office rules and regulations for RCTIs. An important one being that you are not to send an invoice to the purchaser (BMW) as they will be creating a tax invoice on your behalf and, as a result, your tax liability regarding this supply. You may still produce your own invoice but must not send it. Special care should be taken when completing your BAS to ensure you report the GST quoted on the RCTI and not the GST on your invoice as the two amounts may differ.

    In these cases you send us a claim for payment which we use to create the tax invoice. As this does create extra work for you, we are prepared to accept your invoice as long as you have clearly marked it as a claim for payment and crossed out any reference to it being a tax invoice.

    As a supplier to BMW you may enter into an RCTI agreement with us, regardless of being on a contract. Contact the person you provide your goods or services to at BMW and they will provide you with further details and have an RCTI agreement form for you to sign.

    For further information regarding recipient-created tax invoices, please refer to the relevant ATO website.

    Where to send invoices or payment claims
    All invoices or claim for payment documents must always be sent to BMW.

    Where the work has been performed or goods provided in the metropolitan area, the invoice or payment claim must be sent to the following address and where required, marked to the attention of the person who ordered them or the contract manager:
    Department of Finance
    Building Management and Works
    Locked Bag 44 Cloisters Square
    PERTH WA 6850

    Where the work has been performed or goods provided in the country, the invoices must be sent to the Regional Offices who you performed the work for.

    Payment methods

    We prefer to pay you using EFT as it is secure, faster, cheaper and made direct to your bank account.

    To avoid potential delays in payment and to prevent missing out on important notices, please ensure BMW are advised of any changes to your details.

    Keeping your details up to date
    Please let us know as soon as any of your business details change, to avoid potential delays in payment and to prevent missing out on important notices. You can do this by emailing  Corporate.RegisterSupport@finance.wa.gov.au, when any of the following details change:

    • trading name
    • ABN
    • purchasing address
    • payment address if different from purchasing address
    • banking details
    • remittance notification email address
    • contact phone number.

    Purchase-related enquiries
    For any specific purchase-related enquiries such as purchase order details, credit card purchases and contracts, contact the BMW buyer. The BMW buyer is your contact person in the agency or the person whose name is on the purchase order or credit card.

    Queries regarding contracts to supply works, goods and services should be directed to the contract manager or project manager in BMW.

    Information about contracts and supplying to Western Australian Government agencies can be found in the Government Procurement section of this site.

    Payment enquiries
    Maintenance of buildings invoices:
    For queries with any payments that relate specifically to maintenance, please email:
    AP_mainsaver@finance.wa.gov.au (AP_mainsaver@finance.wa.gov.au)

    Leasing properties for Government accommodation payments:
    Vinda Kang
    Leasing Manager, Portfolio Property Management
    Email: Vinda.Kang@finance.wa.gov.au