As you all know, I'm in charge of the Accounts Payable at my workplace. Well Yesterday and today I went head on with the head clerk in accounts payable at the head office.
Now to get the just of this story I must explain to you about the company called VIPER (what it stands for I don't know). VIPER basically visits all the branches within Enerflex (company I work for) and does an audit. They just make sure that we are doing everything correctly in the office and if we are not, then they basically give us shit for doing it wrong. Sometimes its's something small and then just give you a quick reminder, other times it can be serious.
So at the start of July, I got a huge invoice for over $25,000.00 from one of our most huge engine suppliers, Waukesha. Now since we use them so much, I try to get the invoice received on our end and then send it off to our head office in Calgary so they can cut the cheque. And of course since this one is pretty huge I wanted to get it out as fast as possible. However I discovered a problem on the invoice. There was one part on the invoice that we had not received yet from Waukesha. We had ordered but it was on backorder. So of course when I'm trying to match up what's on the invoice and what's on the computer screen of the parts we received, it didn't match.
Usually what happens in a situation like that, is I just wait for the part to come in and then pay they invoice. Because if you enter into the computer that you have received a part, but actually didn't get it . . . well that is a huge huge huge no no with VIPER and you can get you into serious trouble.
However with this being Waukesha and everything I gave the head office a quick call to make sure that it would be fine to put the invoice aside, which they told me it would be.
Yesterday was a different story. I got a call from Elvira who hands out the cheques to Waukesha, wondering why I hadn't sent them this invoice. I told her the story behind it and that I couldn't put it through until we got the part. Well that didn't settle good with her at all, so she told me to go ahead to receive the part anyway so we could pay the invoice. Yeah . . . I don't think so . . .
I told her that no that wasn't going to happen since it was against VIPER to do such a thing. So she hangs up and not even ten minutes later she calls me back. "I've just talked to Vikki, who is in charge of all accounts payable in Enerflex and she says that you need to receive this part so that we can pay this invoice."
Now usually whenever Vikki gives me an order, I do it asap. However my gutt feeling kept telling me that this was wrong. I once again told her no it wasn't going to happen because if VIPER caught on that I had done that, who do you thinks get all the blame? ME! Because I'm the one that put it through, and VIPER could quiz Vikki and Elvira all they want and they could deny the whole thing. So putting my foot down I went to the parts manager Mike at my branch. I gave him the whole story and he was not happy at all at what head office was trying to make me do. He told me he would take care of it. So this morning was the final confrontation that had Mike, my regional manager, and Karen at head office (who is the big boss in charge of accounting). The meeting didn't take very long, but in the end I was the victor. I got complimented for doing the right thing, even if it meant going against head office. Vikki and Elvira however got an ear full from Karen.
Inu-Hugger