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No PO No Pay FAQs
1. Why is Synthomer implementing a No PO, No Pay policy?
The policy has been implemented to increase efficiency in the Procure to Pay process across Synthomer. The benefits to suppliers include a streamlined process for payment of invoices with reduced risk of delay.
2. Will I be paid more quickly if I quote a PO number?
Standard payment terms are applicable. However, invoices received without a valid PO number quoted will not be paid and will be returned. This may lead to a delay in the payment process.
3. What is the PO number sequence for Synthomer?
All valid PO number for Synthomer are in the format 4xxxxxxxxx where ‘x’ is a number. We will also use other combinations such as delivery and shipping numbers that your Synthomer contact will provide.
4. Past invoices without a PO number have been paid by Synthomer. Will this still happen?
As a result of formalising our purchasing arrangements, all financial commitments for goods and/or services must be made using a Purchase Order. As part of the ‘No PO, No Pay’ policy the supplier is expected to include a valid PO number on all invoices, otherwise it will be returned.
5. An invoice has been returned requesting a valid PO number to be quoted. How can this be obtained?
You should contact the member of staff who gave the original instruction to supply the goods/services and ask them to provide a valid PO number. When obtained, you should send a replacement invoice quoting the valid PO number.
6. What should I do if I am not a supplier and I have received a letter?
Some individuals who have received payments/grants from Synthomer in the past have been recognised in our accounting system as suppliers. If you have received a letter and do not provide us with goods and/or services, please disregard this letter and accept our apologies for the inconvenience.
7. Which sites are affected by this policy?
All Synthomer Group Company in Malaysia are covered now by this policy.
8. Will I only receive Purchase Orders through the post?
No. Purchase Orders will usually be emailed to the email address provided in your supplier details. Purchase Order numbers can be confirmed through other channels but for your own records you should ask for a copy of the order.
9. What happens if I receive a Purchase Order and it does not seem to be correct?
Contact the person who placed the Purchase Order initially, details will be quoted on the order, and ask for clarification. If necessary, the original Purchase Order can be cancelled, and a replacement issued.
10. What should I do if I don’t receive a Purchase Order?
Contact the person who placed the verbal or email order and ask for a written Purchase Order or, as a minimum, a Purchase Order number.
11. How do I know that the Purchase Order has been approved by the correct level of authority?
Purchase Orders will only be issued by our system once authorised by the appropriate person.
12. What should I do if I have sent an invoice and my payment appears to be delayed?
Contact the person who placed the order or is named on the Purchase Order. Invoices may be disputed for any of the following reasons but will always be sent back to the supplier address they were received from with an email stating why they have been disputed.
- No Purchase Order number quoted on the invoice
- Purchase Order number quoted is now finished
- Purchase Order number does not match Synthomer’s issued order
- Purchase Order number does not match the description/dates on the invoice
- Multiple Purchase Order numbers are quoted on one invoice. Please send individual invoices for each Purchase Order number
- Multiple invoices in one PDF document. Please send one invoice per PDF file
- No invoice number quoted
13. Will I still get paid if I forget to include the Purchase Order number on my invoice?
All invoices must quote an official Synthomer Purchase Order number. If this is not provided, the invoice will be returned to the sender and may result in a delay in payment.
14. Who will send me the Purchase Order?
The buyer or your point of contact within Synthomer who will likely have discussed the order with you in advance, will issue the Purchase Order to you. The Purchase Order will usually be emailed over to you from SAP email server to the address provided by yourself in the supplier set up details requested by us.
15. What if I don’t understand the details on the Purchase Order?
You will need to query it with the person named on the Purchase Order as requesting the goods and/or services.
16. What happens if I am asked to provide goods and/or services in an emergency?
There may be instances when an urgent order is needed, and it may not be possible to create a Purchase Order number before the goods and/or services are received by Synthomer. In this case, a requisition number will be quoted to you so that you may process the order. This method is for emergencies only and a valid Purchase Order number will follow.
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