Order Chemicals by Administrative Payment Order and Chorus Pro
Key takeaways
- Public institutions can order chemicals using an administrative payment order, provided they follow their purchasing procedures and the terms accepted by the supplier.
- The quote and purchase order document the product references, quantities, delivery terms, and administrative information.
- Chorus Pro is the main platform for submitting electronic invoices to public-sector organizations.
- Payment periods depend on the public-sector buyer: generally 30 days for the local authorities and public institutions concerned, and 50 days for public healthcare institutions.
For municipal governments, public works departments, high schools, universities, and hospitals, purchasing professional-use chemicals must meet technical, budgetary, and administrative requirements.
Ordering through an administrative purchase order allows these purchases to be processed through the public-sector purchasing system, with payment after invoicing under the applicable terms. The key is to prepare the required documents in advance and provide the correct reference numbers when requesting a quote.
How do you order chemicals using an administrative payment order?
The process involves a series of steps, from identifying the need to paying the invoice.
| Step | Action to take | Precaution |
|---|---|---|
| 1. Request a quote | Specify the products, quantities, and packaging sizes required | Check the product references and delivery requirements |
| 2. Purchase approval | Have the expenditure approved under the organization’s procedures | Comply with applicable public procurement rules |
| 3. Purchase order | Send the approved administrative document to the supplier | Provide the purchase order number and required references |
| 4. Delivery | Receive and inspect the goods | Report any delivery discrepancies promptly |
| 5. Invoicing | The supplier submits the invoice through Chorus Pro | Enter the identifiers required by the organization |
| 6. Payment | The invoice goes through the public-sector approval and payment process | Apply the statutory payment period for the buyer |
Open a business account and request a quote
Before placing a first order, we recommend gathering your organization’s information in one place to simplify administrative processing.
1. Prepare your organization’s information
Depending on the requirements, the information needed may include:
- The legal name and SIRET number of the purchasing organization.
- The billing address and the delivery address.
- Contact details for the purchasing and accounting departments.
- The Chorus Pro department code, if required.
- Any applicable framework agreement or contract references.
For a university or an organization with multiple locations, it is particularly important to distinguish between the requesting department, the purchasing department, and the delivery address.
2. Get a quote tailored to your needs
A usable quote should allow the purchasing department to check the price, product references, package sizes, and shipping costs before approval.
For chemical products, also specify the required concentration or grade, quantities needed, and storage requirements. This information helps prevent ordering errors and makes it easier to choose the right package size.
3. Send the approved purchase order
Once the quote has been accepted and the expenditure authorized, the responsible department sends the purchase order to the supplier.
The document must include the references needed to identify the purchase. The order can then be processed according to the terms agreed with the supplier.
Chorus Pro invoicing: what information do you need to provide?
Chorus Pro allows suppliers to submit electronic invoices to government agencies and public institutions.
To avoid rejections or processing delays, the information provided to the supplier must match what the receiving finance department expects.
| Information | Purpose |
|---|---|
| Organization’s SIRET number | Correctly identify the invoice recipient. |
| Service code | Route the invoice to the relevant department, when required. |
| Commitment number | Link the invoice to the order, when required. |
| Purchase order reference | Make it easier to match the order, delivery, and invoice. |
| Purchasing department contact details | Allow any administrative questions to be addressed. |
Our team’s advice
Providing accurate information when placing the order makes the invoice easier to process.
Before confirming your purchase, check the recipient’s SIRET number, department code, and any required purchase order number. A missing or incorrect reference may result in an invoice being rejected or a request to correct it.
For official information on submitting and tracking invoices, visit the Chorus Pro portal.
What are the payment periods for administrative payment orders?
Payment periods for public-sector buyers are governed by the French Public Procurement Code. They are not the same for every organization.
| Type of public-sector buyer | Applicable statutory payment period |
|---|---|
| National and local government authorities | 30 days |
| Public administrative institutions concerned | Generally 30 days |
| Public healthcare institutions | 50 days |
These payment periods apply according to regulatory provisions and the buyer’s characteristics. The start date depends in particular on when the payment request is received and the rules applicable to the contract.
Which chemicals should you order for a local authority or public institution?
Needs vary depending on the facilities maintained: administrative buildings, municipal workshops, schools, sports facilities, or utility rooms.
Professional maintenance and cleaning products
Maintenance departments may need degreasers, multipurpose cleaners, and maintenance products suited to the floors, equipment, and materials in their facilities.
Browse the range of professional cleaning products to select solutions compatible with your applications.
Chemicals for technical maintenance
Workshops and maintenance departments also use chemical raw materials for specific cleaning, descaling, or surface treatment tasks.
Professional-grade acids and other technical products must be selected based on their concentration, compatibility with materials, and intended conditions of use.
What precautions should you take when purchasing chemicals?
Beyond the administrative requirements, the purchase must take into account the facility’s safety and storage constraints.
- Safety data sheets: review the SDS for the products concerned before use.
- Compatibility: check that the product is suitable for the materials and equipment being treated.
- Storage: plan for the separation of incompatible products and appropriate storage conditions.
- Package size: choose a volume suited to actual consumption and handling capacity.
- Users: provide staff with the necessary protective equipment and instructions.
For facilities open to the public, these precautions must be incorporated into internal risk-prevention procedures.
Need a quote for your public-sector organization?
Would you like to order chemicals or maintenance products for a municipal government, high school, university, or hospital?
The Arcane Direct team can help you choose product references and package sizes and prepare your quote request.
Specify your organization, the products you need, and your preferred payment method so the administrative procedures applicable to your order can be confirmed.
Phone: +33 4 42 82 16 82
Email: contact@arcane-direct.com
