Forward an email

Forward the invoice email from vendor BrightLine to Finance and copy Accounts Payable. Attach our payment terms, add a one-line note: ‘Please confirm payment date or advise if vendor needs anything else.’ Put payment urgency in the subject and request a reply by Wednesday noon.

Before forwarding to Finance, make the message easy to action: surface invoice number and amount in the first line, attach our payment terms PDF, call out discrepancies between the invoice and our PO, and suggest the payment date we prefer. Flag any fields AP will need to create the payment faster.

A vendor emailed an invoice that doesn’t reference our PO. I don’t know whether Accounts Payable already has the PO or how long approval will take. I’m worried the vendor will call and escalate. Should I forward and ask AP to confirm, or first check with Procurement to locate the PO? Which will keep vendor satisfied and prevent duplicate work?

Vendors keep emailing invoices without PO numbers and Finance chases me for context. This creates late payments and extra meetings. What process change or habit should I impose so every purchase generates a PO reference attached to the vendor, and what’s a short email template I can use to enforce it?