Supplier FAQ

Commonly Used Pioneer Terms and Acronyms

  • ACH: Automated Clearing House: An electronic bank-to-bank transfer of funds, such as direct deposit
  • ACL: Approved Contractor List
  • AFE: Authorization For Expenditure: An AFE documents the scope and estimated cost for a particular project and authorizes a Pioneer employee or group to spend a certain amount of money for that project.
  • Ariba: A global, cloud-based, sourcing platform used by thousands of companies worldwide to identify companies that could potentially participate in their sourcing event. There is no charge to a supplier for registering. Pioneer uses Ariba, an e-commerce platform provider, to manage the supply chain services that support our operations.
  • BAHub/Business Associates Hub: The application in charge of maintaining the data lifecycle of all business associates. The BAHub is integrated to Ariba, Oracle, OpenInvoice and other Business Systems to provide a source of truth for a supplier’s purchasing and invoicing qualifications.
  • Cost Center: An organizational unit representing the location where costs occur. Cost centers represent properties and departments. One or more cost centers may be associated to a project. Cost Center format is numeric with a typical length of ten digits.
  • Cost Code/Cost Type: The cost classification within the project the transaction is charged against. The cost code/cost type is displayed in the gen/sub field in OpenInvoice and is validated by project. Cost Code/Cost Type format is numeric with a length of four digits for cost code and two digits for cost type.
  • EAM: Enterprise Asset Management
  • EFT: Electronic Field Ticket: A digitized field ticket submitted through the OpenTicket platform that enables your company and Pioneer to generate, review, and approve receipt of delivery or verification of services.
  • ISNetworld: A global resource for helping connect qualified contractors and suppliers with hiring clients. ISNetworld maintains a program management database that contains current contractor health, safety and environmental information in addition to insurance documentation.
  • JIB: Joint Interest Billing
  • LOE: Lease Operating Expense
  • Major/Minor: The cost classification for a non-project, cost center only transaction. The major/minor is displayed in the gen/sub field in OpenInvoice and is validated by cost center type. Major/minor format is numeric with a length of four digits for major and four digits for minor.
  • MSSA: Master Service/Sales Agreement: A contract reached between Pioneer and contractor party, in which the parties agree to general terms that will govern future transactions or future agreements.
  • OpenInvoice: A cloud-based platform that allows suppliers to submit electronic field tickets and invoices directly for processing and approval, resulting in faster payment processing.
  • OpenTicket: OpenTicket is part of the OpenInvoice cloud-based platform that digitizes the field ticket process. It enables operators and service providers to collaborate to generate, review, and approved digital field tickets.
  • Oracle: Pioneer uses Oracle for work management, finance and accounting, Purchase Orders, blanket purchase agreements, payments, and more.
  • PO: Purchase Order
  • Price Book: The negotiated Ariba pricing term file or Oracle blank purchase agreement accessible through the OpenInvoice platform to apply compliance alerts on the electronic invoice. Price Books provide the option for automated price validation on submitted invoices, resulting in faster payment processing.
  • Project: The AFE against which the transaction is charged. Project format is numeric with a typical length of six or seven digits.
  • RFQ: Request for Quote
  • SupplierHelp@pxd.com: A dedicated contact for supplier questions and concerns.
  • WO: Work Order

Ariba

What is Ariba?

Ariba is a global, cloud-based, sourcing platform used by thousands of companies worldwide to identify companies that could potentially participate in their sourcing event. There is no charge to a supplier for registering.

Pioneer uses Ariba, an e-commerce platform provider, to manage some supply chain services that support our operations.


How does my company register for Ariba?

Suppliers interested in doing business with Pioneer are highly encouraged to register through the Ariba Supplier Network and complete a company profile. This requirement, which began in June 2016, allows us to offer our suppliers an enhanced partnership at no cost.

Please note: Completing the registration process does not constitute a commitment to doing business with Pioneer.

Please visit the Ariba information on our Suppliers page for more information.  


How does my company connect with Pioneer in Ariba?

If your company is identified to become a Pioneer bidder or supplier that will participate in a new RFQ sourcing event, Pioneer will send a private email link inviting your company to complete a profile in Ariba. The email will include a guide on how to register as either an existing or new supplier.


How does my company log in to Ariba?

Please visit the Register with Ariba information on our Prospective Suppliers page for more information.


How does my company add other users to our Ariba profile?

Once the supplier has created an Ariba profile, additional supplier personnel can be added or changed in the profile for the primary purpose of receiving any RFQ sourcing event communications sent by Pioneer. Please reach out to Supplier Help if further instruction is needed.

Supplier Onboarding

How does my company become a supplier for Pioneer?

Pioneer welcomes new suppliers that can contribute to the achievement of our operational objectives. A business justification is required before the formalized process of onboarding a new supplier can begin. The new supplier will need a Pioneer employee to initiate the process, on the supplier’s behalf, to add the supplier to our Approved Contractor List (ACL). Please review our Prospective Suppliers page for more information.


How does my company get on the Approved Contractor List (ACL)?

If a business case supports the addition of a supplier to Pioneer’s Approved Contractor List (ACL), the supplier will require a Pioneer employee to initiate the process to add them to the ACL. Basic information about the supplier is required to initiate the process, including supplier company legal name, tax identification information and contact information. Please reference our Approved Contractor List (ACL) expectations found in the Prospective Suppliers page for more information.


How does the Master Service/Sales Agreement (MSSA) process work?

Please reference our Approved Contractor List (ACL) expectations found in the Prospective Suppliers page for more information.


What is required to do business with Pioneer?

A business relationship that will benefit both the supplier and Pioneer needs to exist. The supplier will need to be a Qualified Supplier and, in many cases, need to be on the Approved Contractor List (ACL) (including all the components associated with being an ACL contractor, such as insurance requirements). The supplier will need to be approved to invoice Pioneer electronically for services or products as well. Please review our Prospective Suppliers page for more information.


How do I verify whether my company is already on the ACL?

Please contact Supplier Help.


What is ISNetworld?

Pioneer utilizes the services of ISNetworld, a global resource for helping connect qualified contractors and suppliers with hiring clients. Pioneer prioritizes the health and safety of its employees and contractors, as well as sustainable practices and environmental stewardship. ISNetworld maintains a program management database that contains current contractor health, safety and environmental information in addition to insurance documentation.

Purchase Orders (POs)

What is a Purchase Order (PO)?

A Purchase Order (PO) is utilized as a means to establish a legally binding agreement between Pioneer and a selected contractor/supplier for the purchase of goods, services or labor in exchange for payment.


When is a Purchase Order (PO) required and why?

A Purchase Order (PO) is required when a contract is not in place between Pioneer and a contractor/supplier, unless other means are approved by Pioneer.

A PO serves to clearly define the agreement of purchase/payment and terms and conditions between Pioneer and the selected contractor/supplier. Supply Chain Management shall issue all POs to the contractor/supplier with the Pioneer terms and conditions. Any modifications to terms and conditions or the use of other contract terms must be agreed to by the Pioneer’s Legal department.


What is required when my company receives a Purchase Order (PO) from Pioneer?

When Pioneer issues a Purchase Order (PO), a system-generated email will be sent to the contractor/supplier as a notification of the placed order. This email will include a PDF attachment of the PO with Pioneer terms and conditions included. An email will be sent by a Supply Chain Management buyer to further notify the contractor/supplier of the order. We request that the PO be reviewed and the supplier/contractor respond to the email from the SCM buyer acknowledging the PO and acceptance of the order. Acceptance of the Pioneer PO is an acceptance of the Pioneer terms and conditions, unless otherwise modified and agreed to by the Pioneer Legal Department. If for any reason the supplier is not able to fulfill the PO request, kindly contact the buyer with reasons why the order is not accepted. 

When invoicing, please reference the PO number and ensure the invoice matches the PO exactly (quantity, Unit Of Measure, etc.).

Request for Quotes (RFQs)

How can my company participate in an RFQ for providing services and products?

Pioneer will elect to conduct an RFQ-type sourcing event as required to support operational needs. Supply Chain Management will collaborate with our internal stakeholders to determine the specifications and scope of work required to be performed. Afterwards, Supply Chain Management and the internal stakeholders will collectively identify which Supplier companies will participate in the RFQ. If chosen, your company will thereafter be invited to participate in the RFQ. The internal stakeholders and Supply Chain Management personnel involved in the RFQ sourcing event would have to be aware of the supplier company’s capabilities and interest in being included in the RFQ sourcing event. Please ensure your Ariba profile information is up to date.

Please review our Supply Chain Management page for more information.


When will a Request for Quote (RFQ) process be initiated for my company to bid on?

There are many reasons an RFQ sourcing event is initiated; such as the need for additional suppliers in an expanding market, new technology or products becoming available, the need to improve upon the performance of current suppliers, general market cost influences, and others. RFQ sourcing events are conducted at any time, based upon Pioneer’s needs and the business justification.


How does my company submit bid documents during a Request for Quote (RFQ) process?

Once an RFQ sourcing event has been initiated, and a supplier has acknowledged they will participate in the RFQ, all communications between the supplier and Pioneer will occur through Ariba. As a result, all RFQ bid documents are required to be submitted through Ariba.


When will my company learn the decision of the Request for Quote (RFQ)?

All RFQ sourcing events sent to a supplier will provide a chronological schedule of events outlining the progress of the sourcing event. Once requested proposals have been received back within Ariba, an evaluation period will occur, followed by a notification to the supplier. Please contact your bid administrator through Ariba.

OpenInvoice

What is OpenInvoice?

OpenInvoice is a cloud-based platform that allows suppliers to submit electronic field tickets and invoices directly to Pioneer Natural Resources entities for processing and approval, resulting in faster payment processing.

Please visit www.openinvoice.com for more information.


How does my company register for OpenInvoice?

If your company is already set up within OpenInvoice: Request that OpenInvoice support reach out to the Pioneer Natural Resources OpenInvoice admin.

If your company is not set up within OpenInvoice: Please register at https://www.openinvoice.com/docp/public/registerBuyerText/  to enable your company to be set up for electronic field ticketing and invoicing within OpenInvoice. Please indicate Pioneer Natural Resources as the customer company name and use your payment remittance address.

Electronic Field Tickets (EFTs)

When should my company submit an EFT?

When all three of the following apply:

  • Your company has been onboarded to submit an electronic field ticket
  • Goods and services are not associated with a Pioneer PO and
  • Your services require a Pioneer employee to confirm delivery/verification of services

How does my company submit an EFT?

Your company should receive an onboarding confirmation from a Pioneer employee prior to submitting an EFT. EFTs should be submitted through the OpenTicket platform at www.openinvoice.com.

Please visit the OpenInvoice information on our Current Suppliers page for more information. 


How is an EFT different than an invoice?

An EFT is used to document the quantity of goods received and services provided by your company. Financial approval of the goods and services are established at the time of invoicing. EFTs provide the option for automated receipt confirmation on submitted invoices, resulting in faster payment processing.

EFTs should be submitted within OpenInvoice on the OpenTicket platform by navigating to Ticket > Ticket Application from the OpenInvoice home page. Once the EFT is approved, the invoice should be submitted by navigating to Menu > Desktop Version from the OpenTicket page and then selecting the Create Invoice From Ticket option. The OpenInvoice and OpenTicket platforms are available to you based on your company’s permission setup. Please reach out to your OpenInvoice administrator or openinvoicesupport@oildex.com for additional access.

Invoices

How does my company submit an invoice?

An electronic invoice should be submitted in the OpenInvoice platform at www.openinvoice.com.

Please visit the OpenInvoice information on our Current Suppliers page for more information. 


What are the different types of invoices?

Depending on the service your company provides to Pioneer and which Pioneer business unit you are working for, you may use one type or multiple types of invoicing, including:

  • Invoice against a Purchase Order (PO)
    • Supplier inputs the PO number and it will flip to an invoice; called a PO Flip
  • Invoice against an EAM Work Order
    • Supplier flips approved EFT to an invoice
  • Invoice against a Dispatch Work Order
    • Supplier flips approved EFT to an invoice
  • Invoice against a contract/price book
    • Supplier submits the field ticket and/or invoice and applies the contract/price book
    • If two or more contracts/price books are applied, separate the invoices, as only one contract/price book can be applied per invoice
  • If none of the above apply
    • Supplier submits through the invoice only process
    • Not a preferred option

How does my company find our invoice status?

Please conduct an invoice search within the OpenInvoice system, or please review the Invoicing section of our Current Suppliers page.

Invoice status is assigned based on where the invoice is within the workflow.

Status Description
New Invoice has not been saved or submitted and is not yet recorded in OpenInvoice
Saved Invoice has been saved in OpenInvoice and not yet submitted to the buyer
Submitted Invoice has been submitted to the buyer
Disputed Invoice has been disputed by the buyer and is currently awaiting supplier correction. The invoice must be modified and resubmitted or cancelled.
Re-Submitted Invoice has been submitted to buyer after dispute
Cancelled Disputed invoice that is subsequently cancelled by the supplier. Once cancelled, the invoice cannot be modified or resubmitted.
Approved Invoice has been reviewed and approved for processing in the buyer’s payment system.

When navigating to the invoice, additional invoice journal statuses are available.

Status Description
Forwarded A user within your company sent the invoice to another user within your company to perform action within the OpenInvoice platform.
Processing Invoice has been reviewed by accounts payable and is pending buyer financial approval for further payment processing.
Unapproved The buyer has returned the previously approved invoice to the OpenInvoice workflow for further processing.
Paid Payment details were received in OpenInvoice by the buyer’s payment system.

When is a Purchase Order (PO) required?

Please ask the Pioneer contact requesting your services if a P.O. is needed for your project/services.


How does my company find the Purchase Order (PO) number or Work Order (WO) number provided in OpenInvoice?

Please complete a Purchase Order search within the OpenInvoice system by navigating to Invoice > PO Search. When searching for a WO number, please precede the number with “WO”. If you are unable to find the PO or WO number provided by a Pioneer employee, contact Supplier Help.

Please visit the OpenInvoice information on our Current Suppliers page for more information. 


How does my company invoice against the contract (Price Book)?
  • Apply a price book to the invoice if within scope of service and effective service dates
  • If two or more price books are applicable separate the invoices as only one price book can be applied per invoice
  • Services not included in a price book that are for the same job can be included on same invoice but include your catalog items

For additional assistance, please view our Supply Chain Management page or contact Supplier Help.


Who can my company contact to process final invoice payments?

Please contact Supplier Help.


Why was my company’s invoice disputed?

There could be a number of reasons why an invoice was disputed. Check the comments on your invoice, which should indicate what information needs to be corrected. If the issue needs to be directed to another department, a contact will be provided for you. If you still have questions, please contact Supplier Help.


What are Pioneer’s standard payment terms?

As a standard guideline, Pioneer Natural Resources and its service companies pay invoices 45 days after receipt of approved invoice. For your company’s specific terms, please review your MSSA. If you are interested in participating in our Early Pay discount program, please review our Current Suppliers page for more information or contact Treasury@pxd.com.


How often does Pioneer conduct payment runs?
  • ACH payments are processed daily
  • Checks are processed on certain days per business unit:
    • PNR USA – Tuesday/Thursday
    • PNR Well Services – Thursday
    • PNR Water – Monday/Wednesday
    • PNR Company – Wednesday

Who should I contact if my company is interested in participating in your Early Pay program?

Please review our Current Suppliers page or contact Treasury@pxd.com.


Who should I contact if I received a payment from you but did not receive an ACH remittance?

Please contact Supplier Help.


Who should I contact to update my banking information or be set up to receive ACH payments?

Please contact Treasury@pxd.com.

Contacts

Who should my company contact for Ariba support?

When an RFQ sourcing event is conducted to contract services or products, your company will receive an email inviting your company to participate. If your company is not currently registered in Ariba, the email will contain a link to Ariba to register and build your company’s profile.


Who should my company contact regarding insurance requirements and safety issues?

Please contact Supplier Help.


Who should my company contact regarding doing business with Pioneer?

A business relationship that will benefit both the supplier and Pioneer needs to exist. The supplier will need to be a Qualified Supplier and, in many cases, need to be on the Approved Contractor List (ACL). Please review our Prospective Suppliers page for more information.


Who should my company contact about past-due invoices?

Please utilize the Invoice Search function in OpenInvoice to view the status of invoices. If you need additional information, please contact Supplier Help.


Who should my company contact regarding price adjustments?

If an existing agreement is in place between Pioneer and a supplier, the agreement would require amending to facilitate payment of invoices with adjusted prices. The price adjustment would require review, by Pioneer, before an amendment would be created. Please contact your Supply Chain Management representative for any discussion regarding the existing agreement. If you are unable to identify the correct representative for the agreement between your company and Pioneer, please contact Supplier Help.


Who should my company contact for electronic field ticketing (OpenTicket) questions?

Please contact Supplier Help.


How does my company submit a request to Supplier Help?

Please complete our Supplier Help web form to direct your question to the appropriate team at Pioneer.