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Before placing order with a company that you are unsure of or before paying invoice that does not look legitimate, take the following precautions:
- Never place a phone order unless there is no doubt a firm is reputable. Get everything in writing and check out the company with the Purchasing Department.
- Check your records or with Purchasing to confirm claims of previous business dealings with a company or seller
- Establish effective internal controls for the payment of invoices.
- Channel all bills through one person in your department.
- Use purchase orders or your procurement card for every order placed. Then you will know that unknown invoices are likely not an authorized purchase.
- Check all invoices against purchase orders and p-card transactions and against the goods or services received.
- Clear all invoices with the appropriate financial staff.
- In a dispute, if the invoicing company says it has a tape recording of an order, insist on hearing it.
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