There are companies that will occasionally contact businesses, representing themselves as the regular or new supplier. They will contact a receptionist, a temporary or new employee and, after getting a name, may send you merchandise and/or an invoice for placement of an order. Instruct your employees not to give out product names or model numbers of your office machines over the phone. These calls should be referred to your authorized purchasing agent. You should appoint and familiarize one person to purchase supplies and use purchase orders. Your purchasing agent should become familiar with your suppliers and the companies with which you have service contracts.
Every year, B.C. businesses receive “invoices” for goods or services that they have not ordered. What they receive resembles an invoice. It is, in fact, a solicitation for advertising. Be sure to educate your staff to recognize bogus or look-alike invoices. In many cases unwary accounts payable personnel pay them. You are not required to pay anything unless you wish to participate in the offer. Ensure your payables system has at least two people to authorize any payments so that they can check each other.