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FAQS about POs

PO basics​

What are the advantages of POs?​

Purchase orders (POs) are beneficial because they allow institutions to pay upon receiving an official invoice. This makes POs a preferred and sometimes even a required choice compliant with the internal processes.

Who is eligible to use POs as a payment option?​

Typically, only institutional entities have the privilege of using PO as a payment option. These include businesses, governmental bodies, universities, and public establishments.

What is a proforma invoice?​

A proforma invoice is a preliminary bill of sale sent to a customer before the product is delivered or the service is provided. The product key is only issued to the customer once this proforma invoice has been fully paid.

PO details​

What methods can be used to settle POs?​

POs can be paid in different ways including wire transfers, checks, and credit cards. Detailed payment instructions are provided on the confirmation page and in the order confirmation email sent to the customer.

What are the PO payment terms?​

Payment terms vary, with common options being 14, 30, or 60 days.

What happens if the customers doesn't pay on time?​

If the payment is not received within the payment terms, a payment delinquency notice (PDN) is automatically emailed to the customer. Cleverbridge sends up to three payment delinquency notices on one payment.

What does Cleverbridge do if the order remains unpaid after three delinquency notices?​

If the payment is not made after three delinquency notices, Cleverbridge does not take further actions due to the complexities of international legal collection. However, Cleverbridge will notify you of the delinquency, and you may choose to engage a payment collector.

tip

Optionally, POs can be automatically canceled if they are not paid within "x" days after the release date. This helps maintain more accurate reporting as unpaid POs are not taken into account. Our Technical Support team can enable this setting at the client account level in the database. For more information, contact Client Experience.

Why should I create a test PO?​

We recommend using a test PO to evaluate the order creation and checkout functionality without affecting actual data and reporting. Test POs are also exempt from sales tax, avoiding potential financial obligations.

How do I generate a test PO?​

Follow these steps to generate a test PO:

  1. In Commerce Assistant, find your unique test order indicator:
  • Go to Setup > Account Setup.
  • Select the appropriate client.
  • Note your unique test order indicator in Additional Details.test order indicator
  1. Create a test PO:
  • Use the Link Generator in Commerce Assistant to generate a checkout link.
  • Enter the test order indicator in the Last Name field on the checkout page.
  • Access the checkout page through the generated link to complete the test PO.
tip

As an additional safety measure when testing on the production system, we recommend to use minimal prices like 0.01 Euro (1 cent) in the test orders. This will minimize potential financial impact in case of any issues (e.g. if the order is accidentally submitted with a different indicator).

test purchase order

Can test orders be processed with PO as a payment option?​

By using the test order indicator, the Cleverbridge platform distinguishes between test and actual POs. Test POs are excluded from the payment delinquency process and are not reported as such.

How to edit a PO?​

To edit a PO, explore the action buttons in Purchases.


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