Information and Updates

 

Purchase Orders

MNPS strives for prompt pay but to achieve this we must receive invoices that reflect the same information as is present on the Purchase Order (PO). If your firm is not in receipt of a PO you should not perform the work. To do so will result in delayed payment as efforts are made internally to verify availability of funding, report why a PO was not used, and then generate a post-performance PO. You are far better served to tell the requestor you need a PO or contact us via email at purchasing@mnps.org and tell us that you are waiting on a PO. Share as much information as possible and with whom you are working. We will get a PO issued and avoid payment delays. 

Invoices

While Accounts Payable (AP) is a sister function within the Financial Operations Department, it is part of the MNPS Procure to Pay process. Circling back around to that prompt pay goal, it is critical that you reference the PO Number and/or the Contract Number on your invoice. Absent that information, the AP unit may either return the invoice to you to complete or return the invoice to the department. In both cases, failure to include the PO number will delay the processing of the invoice.

Secondly, the AP unit compares the invoice lines to the PO lines. Your firm’s performance to a PO is an acceptance of the terms, conditions, and prices present on the PO.  So, the volume, price, and lines should match. Again, if there are issues with the invoice matching the PO, it will delay payment.