Frequently Asked Questions about Purchase Orders

This following provides a list of frequently asked questions and answers, as well as an overview of the different ways purchase An order made by a customer and the records associated with it. orders can be offered to customers.

Purchase Order Basics

What is a purchase order?

A purchase order A B2B payment option in which software is delivered either immediately without the upfront collection of payment or after prepayment with proforma invoice. is a payment option Set of payment choices displayed to the customer on the checkout page. Available payment options are based on the customer's GeoIP location and include different payment methods and types, for example: a Purchase order (PO) is a payment option we offer our B2B customers. POs are usually paid via the payment method of wire transfer. in which software is delivered either immediately without the upfront collection of payment Exchange of money for goods and services in an acceptable amount to the customer where the payment amount has been agreed upon in advance. The customer can only pay with an accepted payment method. Each payment has an individual payment cost. or, in case of proforma invoice, after prepayment.

What are the advantages of purchase orders?

Purchase orders are often the preferred or sometimes the only option for institutions because of internal processes where purchases can only be paid once an official invoice has been received.

Who is allowed to use purchase order as a payment option?

Generally, only institutions can use purchase order An agreement between a seller and a buyer to exchange goods and/or services for money. An order can: - contain multiple products and quantities; - have multiple financial transactions. A preorder authorization is considered an order. as a payment option. Institutions are companies, authorities, universities and public establishments.

What is a proforma invoice?

A proforma invoice is a document provided before the product delivery. A customer An individual or business purchasing your product or service by placing an order through Cleverbridge. The customer is the end user of this product, as they are not allowed to resell the purchased products or services. ​ A customer is unique per client. If a customer purchases products or services from two different clients, there are 2 separate records of said customer.​ receives the product key only when the proforma invoice is paid.

Purchase Order Details

What payment options are available to pay purchase order invoices?

Purchase orders can be paid with wire transfer, check, or credit card. These options are described in detail on the confirmation page The confirmation page is displayed after a customer makes a purchase. The confirmation page contains the order confirmation and delivery information. and in the confirmation email to the customer.

What are the payment terms for purchase orders?

The payment term for purchase orders varies by client. Some clients have a 30 day term, but terms of 14 days and 60 days are also common.

What happens if customers do not pay on time?

Customers automatically receive a payment delinquency notice (PDN) by email if payment is not received within the payment terms. Cleverbridge sends up to three payment delinquency notices after this time period.

After three payment delinquency notices have been sent and the order remains unpaid, what other actions Does Cleverbridge take?

If the third payment delinquency notice is not paid, Cleverbridge does not initiate any further steps to collect payment. From past experience, it is very difficult for Cleverbridge to take legal actions internationally to collect the remaining payment. However, we will inform you about the delinquency and you are free to draw on the help of payment collectors.

Why should I create a test purchase order?

We strongly advise using a test purchase order for testing, so you can effectively evaluate the order creation and checkout functionality. Opting for a test purchase order instead of a regular one ensures that your data and reporting remain unaffected by the testing process. Regular purchase orders are subject to sales tax, and if you generate a regular order that does not reflect an actual purchase, you may still be liable for the associated sales tax. Hence, utilizing a test purchase order helps you avoid any unnecessary financial obligations related to sales tax.

How do I generate a test purchase order?

You can use your unique test order indicator to generate a test order. To generate a test order:

1. In Commerce Assistant, note down your unique test order indicator:
   1. Select Setup > Account Setup.
   2. Select the appropriate client.
   3. On the Account Setup screen, select Additional Details.The Test Order Indicator field displays your unique test order indicator.
2. Create a test purchase order with your unique test order indicator value in the Last Name field on the checkout page. To create a test order, use Link Generator in Commerce Assistant. Link Generator allows you to quickly generate a checkout link with the selected product(s). Access the checkout page through the generated link to create with the test purchase order.

Tip

As a general best practice, use a small amount as price, such as 0,01 Euro (1 cent) when placing a test order on the production system, so that the financial impact can be minimized if there's an issue, such as if you forget to use the test order indicator.

Is it possible to complete test orders using purchase order as a payment option?

Using the test order indicator, the Cleverbridge platform can differentiate between test and real purchase orders. A recognized test purchase order does not become part of the payment delinquency process and is not reported as such.

What options does Cleverbridge offer for processing purchase orders?

Cleverbridge offers three ways to process purchase orders. For more information, see Purchase Orders.

How to edit a purchase order?

For more details on editing a purchase order, explore action buttons in Customers > Purchase Viewer.