Purchase Orders and Invoice Processing

Purchase Orders

Purchase Orders (POs) are the primary method by which KS purchases goods and services. They also provide you with authorization to fulfill a purchase request as a vendor. KS purchase orders specify all relevant information to complete a purchase including prices and quantities, descriptions of the requested goods and / or services, the payment terms, and delivery location.

Please note the following:

Authorization: Do not perform services or provide goods not explicitly authorized by a valid purchase order issued by KS.

PO Delivery: Your organization will receive POs electronically. Vendors can elect to receive POs via email (preferred) or mail.

Terms and Conditions: All purchase orders are governed by the KS’ applicable standard terms and conditions [add link] unless a superseding agreement has been completed between your organization and the Procurement Department.

Invoice Processing 

KS strives to ensure timely and accurate payment to our vendors. To help minimize the risk of a payment delay, please consider the following when submitting your invoice for payment:

Include the PO Number: Make sure the invoice references a KS-issued purchase order number. If you do not have a purchase order, contact the Procurement Department to obtain one. 
Make Sure the Invoice is Complete and Accurate: Invoices should be legible (no handwritten copies), provide clear descriptions of the goods or services provided, and prices and quantities should match those specified on the purchase order. 
Submit Electronically: For fastest processing, submit invoices electronically. All invoices should be emailed to the Accounts Payable Department (accountspayable@ksbe.edu) for processing.
Courtesy Copies: Any invoices sent to the ordering department should be clearly marked as a courtesy copy not for official submission.