Why am I receiving invoice and balance due notices for Purchase Orders (POs), and what actions should I take?
When dealing with invoices issued under active Purchase Orders (POs) in Snappy, it's common to receive notices about balances due or invoice copies. These notices may cause confusion about whether payment is required or additional action needs to be taken. Below, we clarify why these notices are sent and provide guidance on how to handle them.
Understanding Invoices and Purchase Orders (POs)
What is the difference between a PO and an invoice?
Purchase Orders (POs): These are agreements or authorizations for placing orders through Snappy. They designate reserved budget amounts for specific purchases but do not constitute payment.
Invoices: These are documents summarizing the charges for purchases made under a PO. They serve as records and do not necessarily indicate that payment is overdue.
Why are invoices and notices sent if a PO is active?
Invoices and "amount due" notices are standard communication tools to keep records updated.
While the PO is being processed, invoices may remain marked as "unpaid," triggering automated notices.
These invoices serve as documentation for your records and may not require immediate action as long as they align with an approved PO.
Verifying Payment and Processing Status
To ensure that no action is required, follow these steps:
Check the status of the invoice: Confirm in your billing system that the invoice is associated with an "approved" and active PO.
Verify payment scheduling: Ensure the invoice is marked "Scheduled for Payment." If this is the case, you can disregard notices for the amount due.
Contact Accounts Payable (AP) if necessary: If there is any discrepancy, your AP department can review and resolve issues related to the invoice or PO.
Common Questions About Handling Invoices with POs
Do I need to manually pay the invoice or create a new PO?
No. If the invoice is tied to an active PO and adequate funds are available, the payment process is automated as part of the PO workflow. There is no need to initiate separate payments or issue new POs.
Can I ignore balance due notices if a PO is being processed?
Yes. As long as the PO is active and the invoice is approved for payment, these notices can typically be disregarded. They are sent as a means to keep records updated.
What should I do if the invoice is not tied to a PO?
Follow up with your Accounts Payable department to clarify the issue. They can check whether a payment needs to be manually initiated or if there are additional steps required.
Key Takeaways
Receiving an invoice or balance due notice while using POs does not necessarily indicate a payment requirement.
Invoices serve as records and might appear as "unpaid" until the PO is fully processed and payment is scheduled.
Always verify statuses in your billing system before taking further action.
If you still have questions, don’t hesitate to reach out to your internal billing team or contact Snappy Support for further assistance.