When a medical-supply vendor’s invoice differs from the purchase, first work out why. Then ask for a correction if the records support it. If the supplier issues a credit, follow it through with accounting. Finding an error and getting money back are different steps.
Gather the approved order, quote or contract, supplier confirmation, receipt, invoice and any credits. Check the item, ordering unit, quantity, price, freight and agreed changes. Match each problem to its record:
| Problem | Record you need |
|---|---|
| Price | Approved quote or contract price for the same item and pack |
| Quantity | Site receipt showing what was accepted |
| Freight | Freight terms on the quote or order confirmation |
| Missing credit | Supplier’s agreed correction and reference, then accounting’s confirmation |
This is the basis of a three-way match: what was ordered, received and billed. Oracle’s documentation describes matching those quantities within configured tolerances. Oracle matching documentation.
Following a $30 difference
In this illustrative example, the approved purchase is ten cases at $60 each: $600. The invoice bills ten cases at $63: $630. That leaves $30 to investigate.
Check whether someone approved a change, the pack differs or another agreed condition explains the price. If $600 is still correct, send the supplier the records and ask for a $30 adjustment. Write down who will follow up, the supplier’s reference and the next check-in date.
Keep the credit document when it arrives. Ask accounting to confirm it was applied or refunded. Don’t count that same $30 twice: once as a lower purchase price and again as recovered money. To total applied credits across purchases, use the purchasing cost worksheet.
Track where the dispute stands
| Stage | What the record establishes |
|---|---|
| Investigating | A difference exists and has not been explained. |
| Disputed | Supporting evidence and a correction request reached the supplier. |
| Credit issued | The supplier provided a credit document. |
| Applied or refunded | Accounting verified the financial effect. |
For a short shipment, check the site’s receipt record as well as the invoice. Tracking may say “delivered” without telling you how many cases the site accepted.
Invoice discrepancy worksheet
- Purchase, supplier, account and location: ______
- Invoice number, date and affected line: ______
- Approved item, UOM, pack, quantity and price: ______
- Received and accepted quantity, with site evidence: ______
- Billed amount / expected amount / difference: ______
- Authorized changes or explanations examined: ______
- Dispute requirements in your agreement: ______
- Supplier contact, reference and requested correction: ______
- Owner and next follow-up date: ______
- Credit document and accounting confirmation: ______
- Have you counted this amount anywhere else? ______
Check your agreement promptly. Shipment claims, price disputes and payment issues may have different deadlines and requirements. McKesson’s published government terms are one example. They don’t tell you another customer’s deadline. McKesson government terms.
If disputes keep recurring without an owner, compare hiring, software and an outside service for the follow-up.
Manoa follows up on invoice problems and missing credits. Your accounting team would still post entries, approve payments, handle banking and close the books. Read more about who handles what.
