BRASS: Budget, Requisition & Accounting Services System

The City of New Orleans aims to better serve the business community so we hope you can Please Pardon our Progress while the efforts are underway to improve the BRASS Supplier Portal Guides. Suppliers with Portal concerns or issues, please submit a support ticket.

• Uploading an Invoice Service Contract Instructions
• Uploading an Invoice PO Instructions
• Submit an Invoice on a Purchase Order

BRASS replaces the legacy paper supplier process.  All suppliers requiring payment for goods or services must register in BRASS in order to submit invoices against a PO or a Contract/Agreement and receive payment for goods or services rendered. 

Invoice Requirements: PO number and/or the Contract/Agreement number must be listed on the invoice.  Those numbers are essential in order to avoid payment delays.

Electronic Payment ensures faster and more efficient payment to vendors, the City strongly encourages new suppliers and current vendors to sign up for ACH if they have not already done. Go to “Online Forms” on our office’s webpage to obtain the form.

How do I receive a Purchase Order?

You will receive your purchase order via email.  Please be sure that the Supplier Portal has your current email address.

Invoice

Where do I send an invoice?

You must submit your invoice electronically via the Supplier Portal.

Can I submit several invoices at one time?

No.  You can only submit one invoice at one time in one attachment.

Can I add supporting documents with the invoice?

Yes.  One attachment can contain the invoice and its supporting documentation.

What if I do not have a purchase order or contract number?

Please submit your invoice via the Supplier Portal by selecting the “Order Management” tab and choose the option “Create Invoices.”  Then select “Expense” as the type of invoice being created and you will be directed to the screens to describe it, attach it, and submit your invoice.

What happens if Accounts Payable receives an invoice without a Purchase Order Number or Contract Number?

First, the City requires that all orders have a purchase order number or a contract number before shipment of product and/or before rendering of any services.  Invoices received without this information may NOT be paid.  Second, an invoice will not be reviewed until it is submitted via the Supplier Portal.  When submitted, Accounts Payable will research the reason(s) and contact the department and the vendor connected to the invoice at issue.

Payment

How do I receive direct deposit payments (ACH) from the City?

You can establish direct deposit by entering banking information in the BRASS Supplier Portal. 

Where can I find instructions on establishing ACH?

If you are a prospective supplier, you will be asked to enter banking information during the registration process. If you are a vendor, follow the instructions posted on the Supplier Portal on "How to Update Banking Information." 

When does the ACH payment take effect?

First, you must be a vendor (see "Registration" for the meaning of "vendor"). Then, the Bureaus of Purchasing and Treasury must update your vendor account profile with the banking information in order to activate the ACH payment. ACH payment will apply to the invoice that you submit through the portal AFTER ACH activation is completed by the Bureaus of Purchasing AND Treasury. 

Can I notify the City that I entered my banking information?

If you have a Purchase Order or a Service Contract with a specific city department, you can notify the department. The Department will relay this information to the Bureaus of Purchasing and Treasury. If you do not have a contact with a specific department, you can email the Bureau of Purchasing at procurement.brass@nola.gov with the following subject line: Supplier Portal - ACH Enrollment - Notification (please provide: full name of supplier, supplier account number, and date of enrollment).

A purchase order forms a contract between the City of New Orleans and the vendor identified on the Order. Download the City of New Orleans Purchase Order Terms and Conditions. 

Inquiries

Need assistance with BRASS? 

Complete our supplier assistance form.

Invoice and payment:

Bureau of Accounting – Accounts Payable Unit

Email	coming soon
Phone	(504) 658-1517

What is an NIGP code?

NIGP (National Institute of Governmental Purchasing) codes are codes that correlate with your commodity or service. Codes are made up of a major class and a minor class. The major class is the broader category while the minor class is the more specific subcategory. It is important for suppliers/vendors to be thorough when selecting codes to ensure they receive as many accurate solicitations as possible.

Is the City tax exempt?

Yes. The City is an instrumentality of the State of Louisiana and is therefore exempt from sales tax in the State of Louisiana and is exempt from certain Federal excise taxes.  Requests from suppliers for tax exemption form must be submitted to the Director’s Office of the Department of Finance.