GS1 Australia Terms of Trade
Effective 1 June 2021
1. Invoice Terms
GS1 Australia’s standard payment terms are that invoices must be paid in full within 30 days of the date of the invoice. To avoid doubt this means that full payment must reach the GS1 Australia bank account within 30 days of the date of the invoice.
Payment of an invoice constitutes acceptance of the relevant current terms and conditions of the subscription/services detailed within the invoice. Recipients of invoices with zero to pay (zero value invoices) are deemed to have accepted the current applicable terms and conditions of the subscription/services detailed within the invoice, until GS1 Australia is advised in writing that this is not the case.
All current terms and conditions can be viewed on our website.
2. Electronic Invoicing
GS1 Australia’s standard invoice delivery method is via email to the nominated email account. If an email invoice cannot be delivered, a hard copy invoice will be sent by post within 5 business days.
Emailed invoices will contain either PDF attachments or links to a secure page to enable you to download a copy of the invoice. It is your responsibility to ensure that such emails can be delivered to you by your mail server.
Alternatively, you can elect to receive your invoices by hard copy mail, however GS1 Australia does reserve the right to charge additional invoice processing costs for such hard copy mail.
On request we may agree to the use of Electronic Data Interchange (EDI) for the exchange of invoices.
All invoices generated in the last three years can be viewed, downloaded and paid via the MyGS1 portal. Access to MyGS1 is available to your nominated GS1 Coordinator who can also provide MyGS1 portal access to other personnel in your organisation. Please contact the Customer Support team on 1300 227 263 or +61 3 9558 9559 if you need any assistance.
3. Purchase Order Numbers
GS1 Australia has the ability to issue invoices with your purchase order or customer requisition number embedded. It is possible to have one off or standing purchase order numbers within an invoice type, or purchase orders across multiple invoices.
For this to be in effect GS1 Australia must receive the required purchase order number no later than seven days before the production of the invoice. It is your responsibility to ensure that GS1 Australia receives any required purchase order number. In the event you do not supply a purchase order number in a timely fashion, GS1 Australia will produce the invoice regardless with a note on the invoice indicating the required purchase order number was not supplied. If you supply a purchase order number after the cut-off date we will not raise a new invoice but will update the details in our system.
Any customer that refuses to pay a GS1 Australia invoice because it is without their purchase order number is in breach of the applicable Terms and Conditions.
4. Invoice Aggregation
In the event that your organisation has multiple membership subscriptions, GS1 Australia offers the ability to aggregate invoices to a “Parent” account. For frequent users of Testing and Photography Services, we also offer the ability to aggregate these invoices to a monthly account.
Note that if a “Parent” account has a purchase order specified and the “Children” accounts do not, then the Children accounts automatically inherit the Parent account purchase order number.
Please contact the Customer Support team on 1300 227 263 or +61 3 9558 9559 to learn more.
5. Invoice Reissue
If an invoice is requested to be reissued GS1 Australia may, at its discretion, charge an administration fee. The reissued invoice will be done so as at the original invoice date regardless of the reason for reissue.
You can view, download and pay all invoices generated in the last three years via the MyGS1 portal. Access to MyGS1 is available to your nominated GS1 Coordinator who can also provide MyGS1 portal access to other personnel in your organisation.
In the event that a refund is to be issued, this will be done as part of our standard refund payment process which is executed at the end of each week (public holidays permitting).
The refund amount will exclude any surcharges applied at time of payment as a result of the payment method, unless the refund is required due to a GS1 Australia error.
Refunds will be deposited directly into your nominated bank or credit card account. It is your responsibility to check that the funds have arrived in the nominated account. Please allow 2 business days for bank clearance.
7. Credit Notes
Credit Notes are not standardly provided but are available on request.
8. Turnover Declaration
GS1 Australia uses an organisation’s declared turnover to determine the appropriate fee category for subscription membership and relevant service subscriptions. Turnover declarations can be made at any time at no cost to you. They can be completed online via the MyGS1 portal or on our website.
Turnover means the Australian based revenue for a twelve month period, including all related subsidiary entities in which you have a majority interest, regardless of the number of products or objects utilising the GS1 system.
For Government and statutory organisations, revenue includes income from the sale of products and services as well as any Government appropriations, contributions, subsidies or other Government distributions and funding. For international companies with no Australian revenue, turnover is deemed to be the global revenue expressed in Australian dollars.
GS1 Australia reserves the right to obtain your Turnover to determine the Fees applicable to you and to verify any Turnover information provided by you and otherwise your compliance with the Subscription Membership and Licence Agreement and Service agreements applicable to you.
GS1 Australia may make any inquiries of any third parties (including financial institutions, ASIC, credit reporting agencies and any personal credit and/or consumer credit information providers) to obtain and/or verify your Turnover. GS1 Australia, in its sole discretion, is entitled to use this information in place of any Turnover information provided by you.
GS1 Australia, in its sole discretion, may vary the recorded turnover to reflect the existence of multiple GS1 Australia memberships. In the event of multiple memberships for your organisation, each membership declared turnover should reflect only the turnover of that business unit holding the membership.
If the turnover is amended within 30 days of a membership or service renewal, it will be applied to that renewal; otherwise the new turnover will take effect at the next renewal event or any subsequent new subscription. Should the turnover change result in new invoices or refunds, a standard administration fee may be applicable.
9. Termination of Subscription Membership
Subscription membership of GS1 Australia is governed by a Subscription Membership and Licence Agreement. Termination must be in accordance with the provisions of the Subscription Membership and Licence Agreement, and on the standard termination/number cancellation notification form or facsimile thereof.
Non-payment of the subscription membership renewal invoice does not constitute proper notice of termination.
Termination does not remove the obligation to pay unpaid subscription renewal fees. When there are outstanding invoices for subscriptions at termination, then a pro-rata amount will be due and payable as at the date formal termination documentation is received.
There will be no refunds where subscription membership is terminated and the account is paid. Termination of Subscription Membership does not result in cancellation of any subscribed services - this must be done in accordance with the provisions of each applicable Services Subscription Agreement.
10. Cancellation of GS1 Identification Keys (Barcode Numbers)
Assignment and cancellation of GS1 Identification Keys is governed by a Subscription Membership and Licence Agreement. Cancellation must be in accordance with the provisions of the Subscription Membership and Licence Agreement, and on the standard termination/number cancellation notification form or facsimile thereof.
Non-payment of the subscription membership renewal invoice or other relevant invoices for subscription to GS1 ID Keys does not constitute proper notice of cancellation.
Cancellation of the use of GS1 ID keys does not remove the obligation to pay unpaid renewal fees. When there are outstanding invoices for subscriptions at the time of cancellation, then a pro-rata amount will be due and payable as at the date formal cancellation documentation is received.
There will be no refunds when a GS1 ID subscription is cancelled, and the account is paid. Cancellation of the use of GS1 ID Keys does not result in cancellation of any subscribed services - this must be done in accordance with the provisions of each applicable Services Subscription Agreement.
11. Administration Charges
In accordance with published fee schedules, GS1 Australia reserves the right to charge an administration fee. Typically, this fee is not applicable to administration processes included as part of subscription, i.e. issue of numbers within an allocation.
12. Cancellation of Services Subscription
All renewable GS1 Australia services are governed by a Services Subscription Agreement. Cancellation of the service must be in accordance with the provisions of the applicable Services Subscription Agreement, and on the standard termination/number cancellation notification form or facsimile thereof.
Non-payment of the invoice does not constitute proper notice of cancellation.
Termination does not remove the obligation to pay unpaid subscription renewal fees. If there are outstanding invoices for services subscriptions at termination, then a pro-rata amount will be due and payable as at the date formal documentation is received. There will be no refunds where subscription is terminated, and the account is paid.
Cancellation of a service does not result in termination of the Subscription Membership - this must be done in accordance with the provisions of the Subscription Membership and Licence Agreement.
13. Payment Methods
GS1 Australia provides a direct debit facility for those members who wish to pay all their GS1 Australia accounts by direct debit from their bank account or credit card account. The direct debit facility enables automated and simplified administration processes thereby reducing costs for GS1 Australia and your organisation.
Any customer of GS1 Australia can establish a direct debit facility by completing a direct debit form and emailing to firstname.lastname@example.org or faxing to +61 3 9558 9551.
Note that direct debit facilities are offered for both bank and credit card accounts:
- Pay via direct debit from your bank account and receive a 2% discount on all your invoices.
- Pay via direct debit from your credit card account, and GS1 Australia will waive the credit card surcharge fee. The 2% discount does not apply when paying by direct debit from a credit card account.
In order to receive any direct debit discount, the direct debit facility must be in place three (3) business days prior to the date the invoice is generated.
Direct debit lodgement will occur no earlier than seven (7) business days after the date of each invoice to be paid. Each invoice will clearly identify the direct debit amount and information as to when the lodgement will take place. With agreement, GS1 Australia may manually debit the nominated account for initial and ad hoc payments.
Online payment for any invoice is available via our website or by calling us on 1300 227 263 or +61 3 9558 9559.
If you are the GS1 Coordinator you can pay online via the MyGS1 portal. Use of MyGS1 will ensure prompt reconciliation and settlement of your account. If you are not the GS1 Coordinator for your organisation they can set you up with your own MyGS1 access.
Electronic Funds Transfer
Payment by Electronic Funds Transfer (EFT) can be done by depositing the required funds directly into the GS1 Australia bank account at National Australia Bank BSB 083 266 Account Number 696157718, and including the invoice number in the payment description.
To facilitate prompt account reconciliation, please ensure that a remittance advice containing your company name and the invoice details (invoice number and amount) is emailed to GS1 Australia at email@example.com.
EFT payments are not eligible for the direct debit discount.
For payment by BPAY, you can use your financial institution’s phone or internet banking service to make your payment from your nominated account.
Quote Biller Code 1222 and the current GS1 Australia Reference Number (Invoice Number) printed at the bottom right of your invoice.
Note the GS1 Australia Reference Number is unique to the invoice i.e. it changes with every invoice.
GS1 Australia accepts payment via Visa and MasterCard credit cards.
GS1 Australia incurs merchant processing fees for all credit card types and therefore an additional card processing fee ("credit card surcharge") directly reflecting our card processing arrangements will be charged at the time of payment as follows:
Progressive Payment Plan
For small to medium customers, GS1 Australia offers a progressive (part) payment plan where the subscription membership invoice can be paid in up to 10 monthly instalments following the annual renewal.
For this plan to be available, the account must be set up with a Direct Debit facility preferably to a credit card. There will be no credit card or direct debit discounts and surcharges applicable. All other rules applicable to a Direct Debit facility apply.
Should you, or your nominated bank, default on a progressive payment plan, the balance is due and payable and GS1 Australia reserves the right to charge an additional administration fee and to follow its standard collection procedures.
GS1 will automatically renew any progressive payment plan at the next renewal event unless advised in writing by you that the part payment plan is no longer required.
14. Debt Collection
GS1 Australia has over 21,000 active subscribers. In order to minimise administration costs, we have automated collection processes as much as possible. We have deployed a multi-step process to remind our members and customers to pay an invoice starting from 15 days before it is due, however note that it is not our responsibility to ensure that any reminder step is delivered to an invoice recipient.
GS1 Australia reserves the right to forward overdue invoices to a collection agency for recovery. Once forwarded to the collection agency, and in accordance with GS1 Australia's standard licence and subscription terms, additional collection charges will apply to cover the costs and expenses of the collection agency. These collection charges are payable by the invoice account holder direct to the collection agency regardless of payment of the GS1 Australia invoice.
Note that GS1 Australia is also entitled to charge a separate administration fee on overdue invoices.
Help us to provide you with the best possible products, services and support by paying your invoice as per our payment terms.
In the event you are overdue by more than 1 day on any membership or service invoice GS1 Australia reserves the right to:
- ask for payment in advance before providing that service in the future
- not provide that service in the future until any overdue invoices have been settled