Purpose
This page defines the procurement, documentation, and payment control standards of KG Warehouse Equipment.
It is intended for procurement managers, accounts payable teams, compliance officers, and enterprise purchasing departments. Consumer transactions are not supported.
1. Purchase Order Acceptance Policy
KG Warehouse Equipment accepts formal purchase orders from approved commercial entities only.
All purchase orders must:
- Reference a valid written quote number
- Match quoted pricing and scope
- Identify the correct legal entity name
- Include billing and shipping addresses
- Include accounts payable contact details
- Acknowledge freight terms as quoted
Purchase orders submitted without a corresponding written quote will not be processed.
Submission of a purchase order does not constitute order acceptance. Orders are considered accepted only upon written acknowledgment issued by KG Warehouse Equipment.
Order of Precedence
In the event of discrepancy:
- Written Quote
- Order Acknowledgment
- Purchase Order
Additional or conflicting terms included within a purchase order are not binding unless expressly accepted in writing.
2. W-9 and Entity Documentation
A signed W-9 form is available upon request for vendor onboarding.
The W-9 will reflect the legal entity responsible for invoicing. Procurement teams are responsible for verifying entity alignment during onboarding.
W-9 documents are provided for compliance purposes only and do not constitute contract execution.
3. Tax Exemption Validation
Tax-exempt purchases are supported for qualified entities.
The following must be provided and approved prior to invoicing:
- Valid resale or exemption certificate
- State-compliant documentation
- Matching legal entity information
Orders will not be released until exemption validation is complete.
Retroactive tax adjustments are not guaranteed.
4. Vendor Onboarding Requirements
KG Warehouse Equipment supports structured enterprise onboarding processes, including:
- W-9 submission
- Vendor information forms
- ACH enrollment documentation (if applicable)
- Certificate of insurance (when contractually required)
Completion timelines depend on the internal review cycle of the purchasing organization.
Failure to complete onboarding requirements may delay order acknowledgment or shipment scheduling.
5. Payment Terms & Credit Review
Net terms are not automatically extended.
Eligibility for net terms may require:
- Credit application
- Trade references
- Bank references
- Financial documentation
- Minimum order thresholds
Credit approval is subject to internal review and may be revoked based on payment performance.
Unless otherwise agreed in writing, orders default to prepayment terms.
Payment Enforcement
Invoices are issued according to the agreed billing structure, which may include:
- Full invoicing at ship date
- Progress invoicing for staged shipments
- Separate freight invoicing when applicable
- Suspension of open orders
- Revocation of credit terms
- Credit hold on future transactions
6. Partial Shipments & Freight Billing
Freight-based shipments may occur in partial releases depending on product availability, carrier scheduling, or site readiness.
Unless otherwise stated in the written quote:
- Invoices are issued at time of shipment
- Freight is billed per shipment
- Buyer is responsible for coordinating dock access, liftgate requirements, and unloading capability
Freight charges are not included unless explicitly stated in the quote.
7. Documentation Standards
For audit and compliance purposes, KG Warehouse Equipment provides:
- Written quotes with expiration dates
- Order acknowledgment confirmations
- Itemized invoices
- Freight documentation where applicable
- Stamped structural engineering
- Site-specific compliance certification
- Installation supervision documentation
- Local code validation
Buyers are responsible for verifying site suitability, local compliance requirements, and installation readiness.
8. Invoice Disputes
Invoice discrepancies must be submitted in writing within 10 business days of receipt.
Disputes must reference:
- Invoice number
- Purchase order number
- Quote number
- Specific line-item discrepancy
Failure to notify within the stated timeframe may result in invoice validation.
Qualification CTA
Submit Vendor Onboarding Documentation or Request Commercial Credit Review