Handle Disputed Invoices

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This article explains how to manage disputed invoices within the PayTrack 365 functionality in ERP system.

Dispute management process

Identifying disputes

1. Mark invoices as disputed:

   • Choose the icon
   • Enter Disputed Invoices
   • Choose the related link

2. Record dispute details:

   • Dispute reason
   • Supporting documentation
   • Expected resolution date

Dispute categories

Common dispute types:

Category	Description	Resolution Time
Price	Incorrect pricing	2-5 days
Quantity	Delivery discrepancy	3-7 days
Quality	Product issues	5-14 days
Contract	Term disagreements	7-21 days

Resolution workflow

Process steps

1. Initial registration:

   • Record dispute
   • Assign category
   • Set priority

2. Investigation:

   • Gather documentation
   • Contact stakeholders
   • Review evidence

3. Resolution:

   • Make decision
   • Update payment terms
   • Process adjustments

4. Closure:

   • Document outcome
   • Update records
   • Process payment

Reporting requirements

Dispute tracking

1. Monitor metrics:

   • Number of disputes
   • Value of disputed invoices
   • Resolution times
   • Outcome statistics

2. Regulatory reporting:

   • Dispute percentages
   • Resolution rates
   • Impact on payment times

Performance analysis

Track key indicators:

• Dispute frequency.
• Resolution efficiency.
• Financial impact.
• Supplier relationships.

Best practices

Dispute prevention

1. Implement controls:

   • Clear payment terms
   • Document requirements
   • Communication protocols

2. Monitor trends:

   • Common issues
   • High-risk suppliers
   • Process weaknesses

Resolution efficiency

1. Standard procedures:

   • Response times
   • Escalation paths
   • Documentation requirements

2. Communication:

   • Status updates
   • Resolution notices
   • Policy changes

Related information

PayTrack 365 Overview
Understand Payment Data
Generate Payment Practice Reports
Supply Chain Finance