Reviewing Problem Invoices
-80x90.jpg)
-
Speaker : KENNETH JONES
-
When : Monday, May 05, 2025
-
Time : 01 : 00 PM EST
-
Add To Calendar
Refer a Friend
Ken Jones has been working in the public and non-profit procurement
field for over 30 years. He worked for the New York State Office of
Taxation and Finance as a Purchasing Assistant from 1985-87 and left
there to work for the University at Albany, SUNY where he served as a
Purchasing Agent and in 1999 was the Assistant Director supervising and
providing training for the Office of Purchasing and Contracts. This
included proving training for both State procurement and The Research
Foundation for SUNY procurement rules and regulations. His previous
purchasing experience included procuring commodities, services and
construction for the departments on campus. A past Director of the SUNY
Purchasing Association, Ken retired from the position of Assistant
Director in January of 2014. However, he was requested to continue to
assist the office through the end of 2014. Currently Ken works part time
for the SUNY Center for International Development as a Procurement
Specialist assisting primarily with their program in Kenya, Africa. Ken
has trained many University staff on procurement rules and regulations.
He 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. Ken has
presented on various procurement topics both in person and on the Web.
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 of 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.
- We had a written/verbal quote, and the invoice exceeded 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 canceled 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 do we facilitate replacement, and what terms should be included in the procurement document? - A partial shipment was received, and they billed for the total amount.
- How can we facilitate this and avoid this problem? - The contract was for estimated quantities to be ordered as needed, and the vendor shipped the estimated total amount for the term.
- How to correct and avoid this problem? - The Invoice did not include the deliverables, or the deliverables were unsatisfactory.
- How do you 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, such as order, delivery, and acceptance, and they billed the total at once.
- How to correct and avoid this problem?
Areas Covered
- You will be able to define
- You will be able to describe ways to avoid problem invoices
- You will be able to discuss how to resolve problem invoices
- You will be able to explain
- 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
Why Should You Attend
This will be the first item a person will see when they receive the marketing email. It is important to reflect on what the attendees will gain from attending your live webinar. We see a higher attendance increase when we have an excellent benefits section. A helpful tip is to identify a problem and then discuss potential solutions that will be addressed during the program. The example below represents the preferred length of this paragraph.
-
$160.00
-
