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Vendor invoice double-paid after a system glitch in our Dallas office
Last Tuesday I caught a duplicate $4,800 payment to our packaging supplier because their invoice number changed by one digit between two batches. I froze the second wire within an hour and called their AP team, but they already credited our account so now we're chasing a refund against next month's order. Has anyone else dealt with payment gateway hiccups that slip through your approval queue, and what checks do you run before releasing funds?
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wren_jackson21d ago
we had this exact thing pop up back in March, same deal with a vendor invoice that got scanned twice by our portal and the system added a .01 to the second one. caught it because our AP guy runs a daily report that flags any invoice with the same vendor name and a PO number within 5 cents of each other. that caught the duplicate before it even hit the bank. also made a rule that any wire over 2 grand needs two signatures, one from accounting and one from ops, so even if the system glitches theres a human checking the actual invoice number against the batch log. the refund chase is brutal though, we ended up just having them deduct it from the next PO and sending a formal credit memo so our auditor had the paper trail.
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