UP Invoice Submittal Process
Purchase Order Invoices
Effective September 1, 2005, Union Pacific Accounts Payable implemented a 100% electronic invoicing environment and no longer accepts paper purchase order (PO) invoices.
In order to comply with this requirement, there are several electronic invoicing options available to you as our vendor:
- ORISS (Online Rail Industry Supply System):
Most vendors are choosing this option as it is a Web-based, user-friendly application that does not require any installation on your computer. The application is accessed through the Internet. There are three invoicing options available in ORISS. These include:
- ORISS with Material Invoicing Only:
This option is free and it allows you to submit material purchase order invoices to Union Pacific. You should have a copy of your purchase order on hand when submitting the invoice to ensure the invoice information you input matches exactly to Union Pacific’s system. If the invoice and Union Pacific’s system do not match, the invoice will not be accepted.
- ORISS with Purchase Orders and Invoicing:
This option allows you to receive material purchase orders and submit invoices to Union Pacific via the Internet for a small monthly subscription fee. Vendors that invoice Union Pacific for multiple purchase orders in a given month, generally identify benefit using this option. The invoice can be created by accessing the purchase order in the system which reduces key entry and the chance of invoice errors.
- ORISS with Fuel Invoicing Only:
This option is free and it allows you to submit fuel purchase order invoices. These include invoices for diesel, refrigeration and off-road fuel. You should have a copy of your bill of lading/delivery ticket on hand to ensure the invoice information you input matches exactly to the data in the Union Pacific system. If the invoice and Union Pacific’s system do not match, the invoice will not be accepted.
- Traditional EDI (Electronic Data Interchange):
Please review the Rail Industry Guidelines regarding EDI. Note that your company must have access to a Value Added Network (VAN) in order to submit invoices electronically via an EDI 810 transaction.
- Third-Party Service Provider:
You may choose to use a third party to submit your invoices electronically, providing they are done so in compliance with the rail industry format referenced above.
- Transentric is UP’s preferred provider of this service, and they have a number of options to suit your requirements. Contact Transentric at 1-800-877-0328 or online at Transentric.com.
Submitting Your Invoices Electronically
When submitting your invoices electronically, verify that the purchase order number, purchase order line number, purchaser’s item number, and unit of measure match exactly to your purchase order copy. If these do not match, the invoice will not process. If you are not familiar with where this required information is located on your material purchase order copy, reference these purchase order examples (PDF File) .
If you need a copy of your material purchase order, log on to the Supplier Relationship Management Tool (SRMT). Contact Supply if you have any questions regarding SRMT.
If the ORISS option is chosen for invoice submittal, you will need to obtain a UP Customer Assigned ID number. This number is listed as the vendor code on your purchase order copy. The number is six digits and generally begins with a zero. If you do not have a copy of a purchase order, contact Union Pacific at 402-544-2729 or email us at firstname.lastname@example.org. To ensure you are provided the correct number, please provide a purchase order number and your company name and address.
After the customer assigned ID number is obtained, go to the ORISS application and complete the registration. Detailed instructions are provided in this Registration help sheet (PDF File) . After completing the registration, you should receive an email within a few days from Transentric with your User ID and password. After receiving this information, you can invoice in ORISS.
Help Sheets for Invoicing:
- Download the ORISS Registration Help Text (PDF File) .
- Download the ORISS Fuel Invoice Help Text (PDF File) .
- Download the ORISS Material Invoice Help Text (PDF File) .
- Download the ORISS Fuel Invoice Template Help Text (PDF File) .
- Download the ORISS Material Invoice Template Help Text (PDF File) .