Overview

Reviewing Problem Invoices is designed to cover how to handle common invoice errors found in the procurement arena and more importantly how to prevent them. Real examples of problem invoices will be shared to illustrate common problems and their resolution. In addition the ways to help prevent problem invoices using appropriate terms and conditions will also be covered.

Why you should Attend

Procurement is more than just purchasing commodities and services it is a whole realm of responsibilities including assisting with problem invoices. Attendees will learn from an experienced procurement professional what situations can and do result in creating a high risk for receiving an invoice that is problematic. Participants will see many examples of situations that have led to problem invoices requiring intervention by the Purchasing Officer in order to resolve them and allow payment to be made.

By reviewing these situations participants will learn how to draft procurement documents that limit their exposure to problem invoicing. In addition, participants will learn how to recognize and avoid situations that may lead to errors in billing.  By attending this workshop procurement professionals will be able to spend more time processing procurements and less time resolving problem invoices. Vendor relations will also improve by providing them with timely payments.

Areas Covered in the Session

• We had a written/verbal quote and the invoice exceeds the quoted price
  • How to correct and avoid this problem
• The freight charges being invoiced exceed the quoted rate
  • How to correct and avoid this problem
• We have cancelled a contract and the vendor is being charged for additional expenses incurred by the user to replace the vendor as written in the contract
  • How to facilitate this
• The merchandise is defective or damaged
  • How to facilitate replacement and terms to be included in the procurement document
• A partial shipment was received, and they billed for the total amount
  • How to facilitate this and avoid this problem
• The Contract was for estimated quantities to be ordered as needed and the vendor shipped the total estimated amount for the term
  • How to correct and avoid this problem
• The Invoice did not include the deliverables, or the deliverables were unsatisfactory
  • How to draft your agreement to protect your organization’s interests
• The invoice exceeded the contract amount
  • How to correct and avoid this problem
• The invoice included an increase in rates that was not approved or not allowed under a contract
  • How to correct and avoid this problem
• The invoice allowed for a discount if payment was made early
  • How to take advantage of this situation through workflow improvements
• The billing was supposed to be made in stages, order, delivery and acceptance and they billed the total at once
  • How to correct and avoid this problem

Who Will Benefit

• Purchasing Officers
• Contract Officers
• Accounting Staff
• Auditors