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You may have to pay vendors on the telephone for items being bought for the company. Sometimes vendors want the first purchase to be cash only or credit card upfront. Before you pay them with a credit card, get a copy of the invoice.
Check the following details of the invoice proposed to be paid:
- products bought (products ordered? or different?),
- prices paid (right or wrong? did they apply your corporate discount?),
- quantities charged,
- other unknown fees charged ,
- unrecognizable purchases added to the invoice,
- ship to location correct?,
- freight (seem reasonable or did your truck pick it up?) , and
- sales tax (are you taxable for this purchase or not?).
If you picked it up at the last minute they need to take off the freight charge. If you are tax exempt for this purchase, send them a sales tax exemption certificate and then request that they remove the sales tax. If all other charges are good, then pay them with a company credit card and request an emailed full paid in full receipt sent back to you same day so they do not forget.
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