Invoice Dates
Invoices should be electronically submitted through approved Union Pacific channels as mailed invoices are not accepted. Invoices not paid within 90 days should be escalated to Union Pacific. Payments are not issued based on monthly statements as an invoice is required for processing.
If an invoice references an older purchase order, it may no longer be open for payment. Orders over two years old are not eligible for payment under current Supply policy. For orders under two years old, receipt of materials must be verified before issuing a new purchase order. If receipt cannot be confirmed, proof of delivery is required before a new order can be created.
Invoice Numbers
Invoices should be electronically submitted through approved Union Pacific channels as mailed invoices are not accepted. Invoices not paid within 90 days should be escalated to Union Pacific. Payments are not issued based on monthly statements as an invoice is required for processing.
If an invoice references an older purchase order, it may no longer be open for payment. Orders over two years old are not eligible for payment under current Supply policy. For orders under two years old, receipt of materials must be verified before issuing a new purchase order. If receipt cannot be confirmed, proof of delivery is required before a new order can be created.
Invoice Quantities
It is expected that invoice quantities will exactly match the quantities ordered on the purchase order and/or bill of lading document. If the invoice quantity exceeds the quantity indicated on the purchase order, the discrepancy must be researched. This means checking with the receiver of the material, the purchasing representative and the supplier to determine the reason for the variance. Such research takes considerable time, resulting in payment delay. To avoid this problem the supplier must inform the purchasing representative prior to shipment when the quantity shipped exceeds the original quantity ordered. When a quantity error has been resolved, a corrected invoice should be forwarded for processing. Credit memos should not be issued to correct invoices in quantity error status.
EDI invoices with zero or negative quantities violate the Rail Industry Guidelines and cannot be processed. Invoices with these errors will automatically be rejected, even if only one of multiple line items contains the error.