Purchase Orders

Supplier Portal

Purchase Orders

Purchase orders are required before services and or materials are provided and prior to the payment of invoices.

If a request for quotation is sent, we expect the supplier to respond within 2 business days. If more time is needed to quote, we expect to be informed of this by the supplier within 2 business days.
POs must be received and acknowledged by your organization in advance of any work performed or material shipped.
We expect the supplier to inform us within 2 business days if there are exceptions that prevent the order from being processed. Examples include: More information required / Obsolete part /Quantity or UOM discrepancies
To contact the buyer, email the mailbox listed on the PO header.
Deliveries should arrive with a pack slip that includes the GP PO number to enable accurate and timely receipt entry. Currently, Advanced Shipping Notices are not required for MRO materials.
We expect the GP facility to enter the goods receipt within 2 business days of delivery.
Only 1 PO number should be referenced per invoice. Multiple PO numbers on a single invoice will cause a delay in payment.
For questions regarding which PO number to reference, reach out to your GP buyer.
In the case of a PO cancellation, the GP buyer will seek the supplier’s permission to cancel. We expect the supplier to reply promptly to confirm or deny the request to cancel. When confirming,we expect the supplier to cancel the order in their system and stop any shipments or invoices from being sent to GP.

Non Ariba enabled suppliers

Purchase orders will be sent to you via email. If you need to update your contact information, please do so within the APEX Supplier Portal.
We expect the supplier to acknowledge receipt of the PO by replying to the PO email.
Confirm the quantity requested, unit cost, and expected delivery date for each line item within 2 business days.

Purchase orders will be sent to you via the Ariba network. The supplier is expected to maintain their own order routing notification preferences within the Ariba network.
We expect the supplier to acknowledge receipt of the PO by creating an order confirmation within the Ariba network.
Confirm the quantity requested, unit cost, and expected delivery date for each line item within 2 business days.
For guidance around transacting with GP via the Ariba network, see Ariba Business Network

Please Note: If your invoice does not match the PO, this will cause delays in payment processing.

GP requester should be the individual submitting change order for Services.
Supplier should not act on a change order until they receive an updated copy of the PO from GP.
For guidance around submitting price changes, see Price Change Requests
For guidance around invoicing POs, go to Accounts Payable Invoicing Support