Vendor Invoice Dispute
Invoice ≠ receipt or contract price. Drafts the dispute packet for AP.
Invoice line ≠ receipt log, or invoiced cost ≠ contracted cost, beyond tolerance. Default $25 or 0.5%, whichever is greater.
Dispute opened in Coupa / SAP VIM; credit memo expected line written; AP queue updated.
Every write is gated on an approver role you name. Nothing runs unattended.
- Pull the matching PO, GRN, and contract clause.
- Compute the amount and classify the cause: over-billing, short-ship, off-contract pricing, freight.
- Assemble the evidence packet and draft the letter on the vendor template.
- Open a case, assign by vendor portfolio, gate the send on AP approval. 24-hour SLA.
- Track to credit memo or settlement. Close when recovered or written off.
Dollars recovered as credit memo or short-pay. Positive at 80% of the disputed amount within 60 days.
The case closes on this number, not on the action being taken. A playbook without a close condition is a dashboard.
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