Purchase Orders, Invoices & EDI

Purchase Orders

All sales to Union Pacific Railroad require a purchase order number. Suppliers should not ship merchandise or perform services without a purchase order or contract. Orders placed by telephone also require a purchase order number, and these orders will be confirmed. To ensure proper identification of shipments and payment without delay, purchase order numbers and UP item numbers must appear on all shipments, delivery slips, invoices and other sales-related documents.

Contracts

All services rendered to Union Pacific Railroad require a contract, which is identified by a contract audit number. Services must not be performed without a contract. Only in extreme emergency situations should services commence prior to formalization of a contract. To ensure payment without delay, contract audit numbers and service item numbers must appear on all invoices and other sales-related documents.

Invoices for Materials and Fuel

Payment on orders are made when the supplier presents Union Pacific with a supporting invoice showing the purchase order number and UP item numbers. Prompt payment discounts are taken from the date of receipt of your invoice. 

Effective September 1, 2005, Union Pacific Accounts Payable implemented a 100% electronic invoicing environment and no longer accepts paper purchase order (PO) invoices. Invoices received by Accounts Payable in the mail will not be processed.

Information on submitting invoices electronically can be found on our site under Suppliers.

Attention to detail when preparing invoices will speed your flow through our Accounts Payable system.

Invoices for Services

Payments for services rendered are made when the supplier presents the Union Pacific with a supporting invoice showing the contract audit number and the UP service item number. Services rendered on a regular basis at a fixed cost do not require submission of an invoice. Payments will be arranged on a schedule. The method of payment which applies to your particular situation will be identified in your contract.

Effective September 1, 2005, Union Pacific Accounts Payable implemented a 100% electronic invoicing environment and no longer accepts paper purchase order (PO) invoices. Invoices received by Accounts Payable in the mail will not be processed.

Information on submitting invoices electronically can be found on our site under Suppliers.

Attention to detail when preparing invoices will speed your flow through our Accounts Payable system.

EDI/Email

Either Electronic Data Interchange (EDI) or email may be used to receive requests for bids and quotations and send invoices. We encourage you to discuss with your Supply representative the potential for your company to do business with us using EDI or email. The speed, accuracy and reduction in paperwork which result from using these two processes are major benefits to both your company and ours.