How to Request and Confirm Purchase Orders
ARIBA NOTE: Some of the specific content in this section may not applicable for Cargill ARIBA Network (AN) Transactions. Please refer to the Understanding Ariba section of Supplier Central for information on AN transactions.
How payment systems (JDE and SAP) affect purchase orders
JDE and SAP are the two systems that Cargill uses to generate payments to suppliers. Purchasing events managed by Cargill on SAP require that supplier invoices match the level of detail and values on the purchase order (PO) to avoid manual review. Manual review can result in a delay in payment.
You can tell if you’ve been upgraded to the SAP system if your PO number is a 10-digit number starting with 45, 47, or 41. (See a list of NA Businesses that use SAP.)
Purchasing events managed by Cargill thru the JDE system do not always require a PO, which means you as a supplier must make sure you understand all the transaction details, including:
- The correct “bill to” legal entity name of the Cargill business you are transacting with
- The “Attn Line” number of the Cargill business you are transacting with
- Where to submit your invoice (if required)
Why you need a purchase order (and what to do if you don’t have one)
Cargill recommends purchase orders be generated for all materials and services we procure. As a supplier, you can request a written document for each purchasing event. The purchase order should include a PO # (if applicable) and an “Attn Line” number that corresponds to Cargill business (bill to) you’re transacting with. It should also include information about where to submit your invoices. These pieces of information are required to be able to invoice correctly and receive payment more promptly.
NOTE: Please pay attention to any special instructions on your PO. In addition, each PO should clearly state whether and where to submit invoices to Cargill. If your instructions are not clear, please request confirmation from your Cargill contact (buyer) at the time you confirm your PO (see below). For more information about invoicing, see How to Submit an Invoice.
RELATED TIP: If you have not received a PO or written purchase authorization, we recommend that you contact your Cargill contact (buyer) to confirm the Attn Line, Cargill bill to, and PO # (if applicable), and where your invoices should be submitted.
How to confirm a purchase order
All purchase orders require written confirmation (via e-mail) within one business day (24 hours) to the Cargill contact listed on the PO.
Cargill issues payments based on the terms and transaction values listed on the PO. The suppliers must confirm all the costs which should match to the PO. If there are ANY differences, contact the buyer.
What to include on a purchase order confirmation
- Estimated date when delivery will be received by Cargill plant. (If delivery is Cargill planned transportation, date when material will be available for pickup as well as a pickup number.)
- Description of service or material
- Unit of measure (UOM)
- Any additional costs that are not part of the per unit cost, such as freight, handling, pallets, etc. (If have any questions or need clarification, contact the buyer.)
- Tax amounts
- Delivery terms (Incoterms)
- Ship-from address, also known as the goods supplier address. (You will need to review this address on each purchase order you receive to ensure the address is the correct location that the product is shipping from, as it impacts tax determination.)
- Notification to the PO contact that the material is being shipped from outside the country, if applicable.
How to make changes to a purchase order
If you review your purchase order and need to make changes, it is your responsibility to inform your Cargill contact (buyer.) If you work with your buyer to make changes, you may receive a new copy of the purchase order. The heading will read “Purchase Order Change.” You’ll see that the changes are bold and that any items that have been cancelled are crossed out.
Please use the most current “Purchase Order Change” PO only. Cargill will not be liable to the supplier for any duplicate orders submitted to us in error. The supplier shall be liable for any and all costs, including all return costs to supplier, for deliveries placed in error.