Purchase Orders (POs) are the primary method by which KS purchases goods and services. They also provide you with authorization to fulfill a purchase request as a vendor. KS purchase orders specify all relevant information to complete a purchase including prices and quantities, descriptions of the requested goods and / or services, the payment terms, and delivery location.
Please note the following:
Authorization: Do not perform services or provide goods not explicitly authorized by a valid purchase order issued by KS.
PO Delivery: Your organization will receive POs electronically. Vendors can elect to receive POs via email (preferred) or mail.
Terms and Conditions: All purchase orders are governed by the KS’ applicable standard terms and conditions [add link] unless a superseding agreement has been completed between your organization and the Procurement Department.
KS strives to ensure timely and accurate payment to our vendors. To help minimize the risk of a payment delay, please consider the following when submitting your invoice for payment:
Include the PO Number: Make sure the invoice references a KS-issued purchase order number. If you do not have a purchase order, contact the Procurement Department to obtain one.
Make Sure the Invoice is Complete and Accurate: Invoices should be legible (no handwritten copies), provide clear descriptions of the goods or services provided, and prices and quantities should match those specified on the purchase order.
Submit Electronically: For fastest processing, submit invoices electronically. All invoices should be emailed to the Accounts Payable Department (firstname.lastname@example.org) for processing.
Courtesy Copies: Any invoices sent to the ordering department should be clearly marked as a courtesy copy not for official submission.