Handling an unusually large research supply order

Identify why the order is unusual

Compare the amount, buyer, number of shipments, and delivery schedule with a normal sale. Confirm the buyer-approved purchase order or quote and review the relevant account terms. If the sale falls outside the approved transaction profile, ask the provider how it should be reviewed before charging.

Confirm the payment and delivery milestones

• Determine who is authorized to approve the order and changes to the amount.
• Document whether shipment depends on cleared payment or an approved invoice arrangement.
• Confirm the payment amount matches the order and that partial shipments are reflected in the records.
• Assign an owner to confirm the deposit and follow up on any funding exception.

Keep the approved workflow intact

Treat the amount and payment structure as part of the reviewed order. If the buyer requests a change to timing, billing, or shipment, document the change and confirm how it affects the agreement. Keep an explanation and supporting records together so staff can reconstruct the sale if a question comes up.