1. Know Your Rights
If you receive supplies or bills for services that you didnt order, you are not obligated to pay. Do not return the unordered merchandise. Treat any unordered merchandise you receive as a gift. Its illegal for a seller to send you bills or dunning notices for merchandise you didnt order. It is also illegal for them to ask you to send back the merchandise if the seller offers to pay the shipping cost. Remember that a contract is nonbinding if the company misrepresented themselves to be your normal supplier.
2. Assign designated buyers and track your purchases
It is important to assign specific employees as buyers. Those buyers are the only ones that should be assigning purchase order numbers and ensuring that they are included on the invoice and bill of lading. They should also be responsible for sending a copy of the purchase orders to accounts payable.
3. Check all documentation before you pay the bills
Your receiving department should be checking to make sure that your purchase orders match the bill of lading. Brands and quantities should be checked closely and if they dont match it should be refused. Bills of lading should be forwarded to your accounts payable and further scrutinized.
4. Train your staff
Train everyone in how to respond to telemarketers. (Example: I am not authorized to place orders. If you want to sell something you must talk to _____ and to get a purchase order.) Establish a team of designated buyers, receivers and accounts payable reps, and develop standardized buying procedures.
5. Report fraud
Report office supply scams to the Federal Trade Commission website (FTCwww.ftc.gov – online complaint form) or toll free by phone at (877) FTC-HELP (382-4357); and your State Attorney General, local consumer protection office or Better Business Bureau, and your Authorized Toshiba Dealer.