Prompt payment is a requirement. Prompt payment for services other than credit card purchases, as those made in arms-length relationships, is not the norm. When invoices are paid fully and on time, supplier vendors see the customer as reliable. Vendors will be more likely to help in case of emergency such as rush orders or borrowing reagents when they see the customer as reliable and trustworthy.
Approval of invoices before payment by fiscal services is usually required of the ordering supervisor, manager, or contracting officer representative (COR). Fiscal may have an electronic program in place where prompt approval can be made. It is a good practice to review the invoice, matching it to the original order or contract, and then approve payment or deny payment and begin a prompt investigation.
Delays on the side of the laboratory administration do not build trust between the customer and the vendor. Always be sure processes are in place and implemented so no delay occurs as a result of a past-due payment.
