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Article link: http://help.truecommerce.com/en/articles/11798284-the-need-to-add-purchase-orders-to-invoices
One common question asked by TrueCommerce customers is how to correctly add or adjust a Purchase Order (PO) when invoicing. Invoices might be rejected due to a missing or incorrect PO. This article will explain why a Purchase Order is necessary and how to ask for a new PO to be added to future Invoices or how to correct the PO on the current Invoice.
What is a Purchase Order?
A PO is a document that contains order details and is usually sent to a vendor as the first step in the ordering process. POs can be used for one-time purchases, for recurring purchases, or to delete or amend an order as specified by the buyer.
An electronic PO provides the same information as a paper document. This information includes:
PO Number
Order date
Requested shipping and/or delivery date
Vendor details such as name, address and/or contact details
Buyer details such as name and delivery address
Buyer billing information
Item identifiers, such as product SKUs
Quantity and unit of measure of items ordered
Price per unit, as well as the total price for the order
Shipping terms, such as the shipping method, preferred carrier, and desired delivery date
Proposed payment terms
Allowances and charges
An electronic PO is also known as the Electronic Data Interchange (EDI) 850 in the X12 standard, whereas the equivalent in the EDIFACT standard is termed ORDERS.
TIP: X12 and EDIFACT: What is the difference?
X12 is the preferred EDI standard in North America while EDIFACT is used throughout Europe and Asia.
X12 uses three-digit codes to identify EDI documents while EDIFACT codes consist of six letters.
X12 was developed by the American National Standards Institute (ANSI) while the EDIFACT standard was developed by the United Nations (UN) as a global EDI standard.
Why include a Purchase Order on an Invoice?
The inclusion of a PO on an Invoice is necessary for the following reasons:
Confirms that an Invoice aligns with an actual PO, thereby validating the accuracy of transactions.
Resolves disputes in cases of any discrepancies or disagreements regarding the contents of the transaction.
Supports accurate record keeping and facilitates auditing processes.
What to do if your Invoice is Rejected
If your Invoice is rejected due to a missing or incorrect PO, follow these steps to address the issue:
Understand the nature of the problem.
You need to identify why your invoice was rejected. Was it because of a missing PO, an incorrect number, or other discrepancies? By understanding the specific issue with your invoice, you can effectively communicate with TrueCommerce’s Billing Support team.
Collect the necessary information.
It is vital to gather the Invoice Number and accurate Purchase Order Number to support your inquiry.
Contact TrueCommerce Billing Support.
Email your request to [email protected]. In your message, be sure to include:
the Invoice Number
the PO Number that needs to be added or adjusted
any additional details that help expedite the processing of your request
What to do if you want to include POs in future Invoices
If you anticipate a need to add a new PO to future Invoices, email your request to [email protected]. This proactive approach helps prevent rejections or delays in invoicing.
Best Practices
If you do not receive a confirmation that your request is being processed, consider sending a follow-up email to check on its status.
rev. 7/18/2025