Frequently Asked Questions about Purchase Order Requirements
What is changing about invoice submission requirements?
As part of a Cargill global initiative to standardize and optimize our systems and processes, we are reinforcing compliance with our invoice submission requirements, including having a valid PO when required. Following our policies and processes will allow invoices to be routed efficiently through our systems, resulting in consistent on-time payments.
This means that unless an exemption applies (see the Exempt Category list), we will require a PO number on every invoice submitted. Invoices received by the Accounts Payable team without a valid PO number will not be paid and the supplier will be notified of non-compliance. The non-compliance notification will be sent to the submitter’s email address.
NOTE: A purchase order is generally not required if you are submitting an invoice managed by the JDE system.
Why is this requirement being implemented?
The PO requirement aims to improve the efficiency of Cargill’s Accounts Payable team and thus enable us to improve our ability to pay your invoices on time. It ensures that Cargill pays only for goods, services and works that have been properly ordered and authorized. It also ensures invoices received by the Accounts Payable team can be processed efficiently to minimize delay to suppliers and contractors.
Does this change apply to all the plants that I do business with?
This policy applies to all plants, unless an exemption applies (see Exemption question).
Are there any exemptions to the PO requirement?
There are some pre-approved situations that do not require a PO, such as charity donations, corporate card provider payments, insurance payments, etc. Click here to view list of exemptions.
What is expected from suppliers?
We request that you ensure that a valid PO number is mentioned on the Invoice before it is submitted to Cargill for payment. If the PO number is not clearly indicated on your invoice, payments might be delayed. If you do business across multiple Cargill plants / locations, you need to understand if a different PO is required for the system used in each plant / location. Click here to learn more.
When does the PO requirement take effect?
The PO requirement will apply to orders placed on or after 1st December, 2019, and invoices received on or after this date. In case there is any change to this effective date, you will be notified in advance.
What should I do if I don’t have a PO?
If you have not received a PO or written purchase authorization, please reach out to your Cargill contact (buyer) to confirm the Attn Line, Cargill bill to, and PO # (if applicable), and to receive instructions for submitting an invoice without a PO.
What systems are affected by the PO requirement?
Cargill uses JDE and SAP to generate payments to suppliers. Purchasing events managed on SAP require a PO. While purchasing events managed through the JDE system generally do not require a PO, specific details are required, such as the Attention Line. Please refer to the “How payment systems (JDE and SAP) affect invoicing” section in the invoice submission requirements on Supplier Central for more information about SAP and JDE requirements.
What is the correct PO number sequence/format?
Click here to learn the correct PO format for the ERP system Cargill uses to manage your invoices.
Is it possible to continue to receive PO numbers by phone?
Yes. But you need to verbally obtain a purchase order number and ensure you provide the quoted purchase order number on your invoice.
What if I am asked to provide goods and / or services in an emergency?
In situations where an urgent order is needed, it is possible to prioritize the creation of a purchase order number. Be sure to coordinate with your Cargill contact to follow the emergency order procedure they provide.
Where can I get more information about the PO requirement?
Click here more information about the PO requirement.
What if I have questions about submitting invoices in general?
Click here to view invoice submission FAQs.