Learn how to draft procurement documents that limit your exposure to problem invoicing.
Procurement is more than just purchasing commodities and services it is a whole realm of responsibilities including assisting with problem invoices. In this topic, you will learn from an experienced procurement professional what situations can and do result in creating a high risk of receiving an invoice that is problematic. You 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, you will learn how to recognize and avoid situations that may lead to errors in billing. Learn how to spend more time processing procurements and less time resolving problem invoices. Vendor relations will also improve by providing them with timely payments.
Learning Objectives
- You will be able to describe ways to avoid problem invoices.
- You will be able to identify where weaknesses are in a procurement document that can lead to vendor billing errors.
- You will be able to recognize situations that can lead to problem invoices.
- You will be able to review procurement documents and include language that will help avoid vendor errors in billing.
Agenda
Real Examples
- 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
Speakers
Kenneth M. Jones,
SUNY Center for International Development- Past purchasing officer, worked part-time for the SUNY Center for International Development with their program in Kenya, Africa
- Has trained many university staff on procurement rules and regulations
- Established online ordering processes with vendors ranging from office supplies to lab chemicals and continues to provide training in his current position to procurement staff in Nairobi, Kenya
- More than 30 years of experience working in the public and nonprofit procurement field
- Previous purchasing experience included procuring commodities, services, and construction for the departments on campus
- Conducts regular seminars, webinars, and workshops on various procurement topics
- Past purchasing assistant for the New York State Office of Taxation and Finance
Who Should Attend
This live webinar is designed for presidents, vice presidents, supply chain managers, sourcing specialists, procurement managers, buyers, consultants, logistic professionals, materials managers, import/export agents, inventory specialists, operations and facilities managers, accountants, and controllers.
