Whether you are a firm owner of a convenience stores, publishing shops, or gas stations, how do you go about to protect against bad company practices? If you control a small firm then you’ve probably developed some credit lines with local vendors. If you have a firm that has employees then you may be in a position of having to trust other people to use those credit lines on your behalf.
Businesses often have employees such as runners, someone who submits their invoice to be reimbursed. Some people that are trusted to pick up tools now and then. For example if you own a carpentry shop, plumbing company or other such firm. You are the boss and you often need things but you don’t have the time to be running out to the store every time a person in your shop needs something. So then the plain alternative is you direct someone to go out and do it. Unless you want to give that person a check every time you need something you have already established some sort of business credit line.
Commonly the business the credit line will have the person picking up the item sign an invoice to confirm the purchase for their records and to give a second copy to the customer. It is your worker’s responsibility to give you that copy so you can pay the bill when it is due. Over the course as the person doing your shopping becomes known to your suppliers, then the opportunity for abuse manifests itself.
When it is time for you to the bill, you should observe it cautiously. This is your opportunity to see if something is going on that shouldn’t be. Check the invoice for things like the date of the purchase was made and if included on the invoice what time did they make the purchase? Was the purchase made during normal company hours or was it after? Often such fallacious purchases are made on a weekend. People that abuse your trust many times could try to do things after hours and will get with the vendor about working late.
There are particular things you can do to avoid the problem. Most vendors keep a card of authorized signors from your company. That way if you see a signature you do not distinguish the vendor can be held responsible for allowing the purchase. It will still be your responsibility to handle the employee and their action. You can also ask the vendor to send copies of all invoices to you so that you can verify all purchases. You can state to your employees that you do check all the statements and invoices from your vendors but don’t make it sound so threatening though.
Nearly all employees would never consider abusing the faith given to them by an employer but there are always some that feel they can slip one over on the boss. They could want to get back at you due to not giving them a raise, or being disappointed about something. The point of course is that it does happen and it’s better to be safe than sorry in the future.
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