Financial Management

The Vendor Onboarding Experience

Welcome to our Vendor Onboarding Hub – your one-stop destination for all the essential documents required to seamlessly onboard with the city. Explore our comprehensive collection of necessary forms and guidelines. Additionally, our FAQ guide is designed to enhance your onboarding experience, ensuring a smooth and efficient collaboration with the city

Below are essential questions and answers to guide vendors through the necessary steps and ensure seamless collaboration.

FAQ

• Does having a contract guarantee payment?

  No, a contract alone does not ensure payment. Vendors must obtain a Purchase Order (PO) before commencing work. Without a PO, the department lacks the ability to process payments. Make sure to have a PO before starting any work to ensure timely payment.

• Why is referencing the PO important in invoices?

  Including the PO number in your invoices is crucial. It facilitates proper tracking and ensures that payments are processed efficiently. Be sure to reference the correct department and point of contact, avoiding generic references to City offices or divisions.

• What could lead to delayed payments?

  Common reasons for delayed payments include:

  • Lack of a submitted invoice or incorrect information.
  • Absence of a Purchase Order.
  • It's important to distinguish between Field staff and Administrative personnel to streamline communication and payment processes.

• Where can vendors find email addresses for accounts payable departments?

  Email the two-digit department code to acctspay@longbeach.gov for assistance. Example: FM-AcctsPay@longbeach.gov