Fast booking with order form procedure

Educational institutions and government departments sometimes work with a purchasing process, where a purchase order should precede the payment of each invoice. An invoice is paid only when the purchase order number is mentioned.

That process usually takes more time than the allowed payment period. These organisations* run the risk that Kampas has automatically deleted the entry before the payment process could be completed. This is something we must prevent together.

If you work with an order form, we ask you to take into account the instructions below:

1. Make your online reservation. After approval, you will receive the first invoice** and agreement. The agreement correctly reflects the total rental price and staggered billing. Based on this document - think of it as an offer - the order form for the total rental price can be created. The invoice already received does not yet contain a purchase order number (and therefore cannot yet be paid).

2. Contact us immediately at info@kampas.be. Refer to the creation of an order form and include the file number of the booking created (to be found on the agreement or invoice). Our staff will extend the payment period from the usual 10 to 30 days.

3. Send us the order form number as soon as possible. We will recreate the previously issued invoice with the requested number as a reference. You will receive the updated invoice (with the extended payment term).

4. Pay the invoice with the purchase order number within the term. Any subsequent invoices will contain the same purchase order number.

*All documents - including invoices - are created with the group data. When creating your group (i.e. your educational institution or government department) in Kampas, take the required invoicing details into account immediately. For example, should the invoice for 'Basisschool De Zon' be addressed to the school group 'De Maan'? Then prepare the group details as: 'De Maan - Basisschool De Zon', <address of the school group>.

In addition, include the establishment number of your institution as the company number. The invoice will thus be accepted by the financial department, but also refers to the school or department. Please note that all documents are sent to the booker's e-mail address. The booker must therefore forward the documents to the competent financial department.

**Kampas sends invoices in PDF. Does your organisation only work with e-invoicing? Contact us.

Still have questions? Contact us at info@kampas.be or on 09 210 57 70.