Navigating Procurement Pitfalls: Strategies to Prevent and Resolve Problem Invoices

Join us for a comprehensive session on procurement that goes beyond simple purchasing tasks to encompass a wide range of responsibilities, including handling problem invoices. Led by an experienced procurement professional, attendees will gain insights into common situations that pose a high risk of problematic invoices. Through real-life examples, participants will explore scenarios requiring intervention by the Purchasing Officer to resolve invoice issues and facilitate timely payments. By analyzing these cases, attendees will learn to draft procurement documents that minimize the risk of problem invoicing and develop strategies to recognize and prevent billing errors. This session is designed to empower procurement professionals to streamline their processes, reduce time spent on invoice resolution, and enhance vendor relations through prompt payments.

Webinar Objectives

Upon completion of this webinar, participants will achieve the following objectives:

• Develop strategies to prevent problem invoices within their procurement processes.
• Explore techniques for effectively resolving issues arising from problem invoices.
• Identify potential weaknesses in procurement documents that may contribute to vendor billing errors.
• Recognize common scenarios that can result in problem invoices.
• Enhance procurement documents by incorporating language designed to mitigate vendor billing errors.

Webinar Highlights

1. • 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 Should Attend

• Procurement Staff 
• Accounts Payable Staff
• Contract Officers
• Internal control officers 
• Finance Officers