Question

i notices that we had been invoiced for two identical shipments. describe the steps to verify if the invoices were proper or a billing error

Answer 1

In order to identify that we have been invoiced twice for the same shipment, we can check the details as follows :-

1. We can check the Shipment details of both the invoices, as in the transporter's receipt and the Vehicle number on both the invoices are different.

2. also, we can check that the date of issue of both the shipments is same or different.

3. If the item that we are dealing with, has serial numbers on the items, say we buy Televisions, then we can cross check the serial numbers of the supply in both the invoices.

4. We can also check the entry receipt with our company for the receipts of the consignment.

5. With the supply documents submitted by the transporter, we can check the toll receipts to verify that the truck has actually traveled twice, i.e., once for each invoice.

6. Some suppliers have a system of issuing the supply challans from the warehouse, and then invoicing on the basis of these supply challans. We can check for these supply challans, if the invoices have been raised for the same delivery challan or for different supply challans.

7. At the receivers end, if there is a system to issue a verified delivery challan for every consignment received at the warehouse, we can check if the receipts for each invoice is issued differently. This will ensure that we have actually received material for both the invoices or not.