Purchase Orders (POs)
We accept Purchase Orders from hospitals, schools, government agencies, and select pre-approved organizations within the United States and Canada.
Paying by Credit Card or P-Card?
Your order must be placed online as a CREDIT CARD order — not as a Purchase Order.
At checkout, select Credit Card as the payment method, even if your organization has issued an internal PO number. You may enter the PO number in the comments field for your organization's internal tracking.
Do not select Purchase Order if you intend to pay by credit card or p-card. Selecting Purchase Order changes how the order is routed in our system and places the order into our PO credit-review workflow.
Before You Submit a Purchase Order
Submitting a Purchase Order does not mean that the order has been accepted by Adaptive Tech Solutions.
A Purchase Order is not a prepaid transaction. When we accept a PO, Adaptive Tech Solutions agrees to provide merchandise before receiving payment and extends credit to the purchasing organization.
For this reason, all POs are reviewed before acceptance for:
- Current customer and billing information
- Credit eligibility
- Product pricing and quantities
- Shipping and insurance charges
- Required PO information
- Your organization's purchasing Terms & Conditions
1. Customer Information Form — Required
A current Customer Information Form (CIF) is required for each person who submits Purchase Orders to Adaptive Tech Solutions.
The form is required:
- Before submitting your first PO
- Once every 365 days thereafter
- Sooner if purchasing, billing, or contact information changes
Because Purchase Orders are credit transactions, we must maintain current purchasing, billing, accounts-payable, and contact information for organizations receiving Net Terms.
The email address entered in the CIF field asking for the "email address used to submit POs to us" must match the email address actually used to submit the Purchase Order. Each PO-submitting contact must have a current CIF associated with their own email address.
Complete the Customer Information Form
If a current, matching CIF is not on file, the PO will remain ON HOLD.
2. What Your Purchase Order Must Include
Please make sure your PO contains all applicable required information before submitting it.
- Correct product descriptions, quantities, and pricing
- Correct shipping charges, or authorization to add shipping and bill your organization
- Shipping insurance equal to 2% of the product total
- Net 30 payment terms, unless otherwise agreed to by us in writing
- Complete shipping name and address
- Shipping contact phone number
- Prices stated in U.S. dollars
- PO information and Terms & Conditions written in English
- Authorized signature when the PO exceeds $500, or whenever a signature is required by your organization
Missing or incorrect information will place the PO on hold and delay processing.
3. Your Organization's Terms & Conditions
Adaptive Tech Solutions reviews the Terms & Conditions attached to or incorporated into Purchase Orders before accepting them.
Your organization may include purchasing requirements that Adaptive Tech Solutions cannot meet. Examples may include requirements involving:
- Liability insurance or additional-insured status
- Shipping or delivery requirements
- Invoicing requirements
- Payment terms
- Third-party shipping accounts
- Customer purchasing portals
- Documentation requirements
- Other terms that conflict with our established policies
If we identify a provision that we cannot fulfill, we will notify the PO contact and explain what must be resolved.
When a requirement in your organization's PO or Terms & Conditions conflicts with our policies, the conflict must be resolved in writing before we can accept the PO.
This may require an authorized representative of your organization to confirm in writing that a particular requirement is waived for the transaction.
We cannot simply ignore a term or condition included with your PO.
4. How to Submit Your PO
Online submission is preferred and is the fastest method.
- Create or log into your Adaptive Tech Solutions website account.
- Add the desired products to your cart.
- Proceed to Checkout.
- Select Purchase Order as the payment method only if the order will be paid on Net Terms.
- Upload your PO and any supporting documents when prompted.
Do not select Purchase Order. Return to the payment section and select Credit Card.
Submitting the order through our website helps ensure that product, shipping, insurance, and contact information is provided accurately.
POs may also be submitted by email or mail; however, these orders require additional manual processing and may take longer.
5. What Happens After You Submit a PO?
Submitting the PO is the beginning of the review process — not the completion of it.
After receipt, we review the PO and supporting information.
If everything is complete and acceptable:
The PO can proceed to order processing.
If something is missing or requires clarification:
The PO is placed ON HOLD.
We will contact the person who submitted the PO and identify the specific action needed. This may include:
- Completing or updating a Customer Information Form
- Providing corrected PO information
- Revising pricing or shipping charges
- Providing required insurance authorization
- Resolving conflicting Terms & Conditions
- Providing a written acknowledgment or waiver
To avoid unnecessary delays, please respond directly to the requested action rather than simply resending the same PO.
6. Processing Timeline
Once we receive a complete and acceptable PO, please allow up to 10 business days for PO vetting and product adaptation.
POs submitted by email or mail may require up to an additional 4 business days for manual processing.
7. Resubmitting or Revising a PO
If you are sending an updated version of a PO that was previously submitted, clearly mark the document:
DO NOT DUPLICATE
Please do not repeatedly send the same PO unless requested.
Sending duplicate copies of a PO can result in duplicate orders. Customers are responsible for costs associated with duplicate orders created by duplicate PO submissions.
8. Payment Terms
- Net 30
- 12% APR late fee on overdue balances
- 3.5% domestic convenience fee if an invoice originally approved for Net Terms is later paid using a method other than ACH or check
- 5% international convenience fee if an invoice originally approved for Net Terms is later paid using a method other than ACH or check
- Canadian duties and taxes are the customer's responsibility and are payable to the carrier
Discount codes cannot be used on Purchase Orders.
9. Sales Tax & Oklahoma Tax-Exempt Orders
Adaptive Tech Solutions currently collects and remits sales tax only on orders shipping to Oklahoma.
For orders shipping to any other U.S. state, our system will not calculate or add sales tax to quotes, Purchase Orders, or invoices. We are therefore unable to add sales tax to an out-of-state order at a customer's request.
Tax-exemption documentation is required only for orders shipping to Oklahoma.
If your organization is tax exempt and the order is shipping to Oklahoma, a valid exemption certificate must be on file before placing the order or generating a tax-exempt quote.
10. Company & Vendor Information
Adaptive Tech Solutions
1071 Chickasaw Rd.
Sand Springs, OK 74063
Tax ID: 90-1209705
Entity: LLC, Subchapter S Corporation
Email: ATsupport(at)AdaptiveTechSolutions.com — replace "at" with @
Phone: 918-637-7390
Additional information and forms for vendor setup can be found in our Vendor Setup Documentation Center.
Important Reminder
Submission of a Purchase Order does not constitute acceptance by Adaptive Tech Solutions.
All required customer information, PO information, pricing, charges, credit requirements, and contractual terms must be complete and acceptable before a Purchase Order can be accepted.
If your organization's PO or Terms & Conditions conflict with Adaptive Tech Solutions' policies or terms, the conflict must be resolved in writing before the order can proceed.