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If you are a company owner of a hardware stores, printing shops, or gas stations, how do you protect against bad business practices? If you own a small business chances are you’ve probably developed some credit lines with local vendors. If you have a business that has employees then you may have to trust other people to use those credit lines on your behalf.

Businesses often have employees such as runners, someone who submits their expense report. Some people that are trusted to pick up materials once in a while. For example if you own a carpentry shop, plumbing company or other such firm. You are the boss and you often need things so you don’t get the time to be running out to the store every time someone in your shop needs something. So then the plain solution is you send someone to go out and do it. Unless you want to give that person a check every time you need something you have already established some sort of credit line.

Typically the firm you established the credit line with will have the person picking up the item sign a receipt to confirm the purchase for their records and to give a second copy to your employee. It is your worker’s responsibility to give you that copy so you can pay the bill when it is due. Over time as the person doing your shopping becomes known to your suppliers, then the chance for abuse grows.

When it comes time for you to the bill, you should observe it cautiously. This is your opportunity to see if any other activity occurs in the background. Check the invoice for unusual information and things like the date the purchase was made and if included on the invoice what time did they make the purchase? Was the purchase made during normal business hours or was it after? Often such fraudulent purchases are made on a weekend. People that misuse your trust many times will try to do things after hours and tell the vendor about staying late.

There are certain things you can do to avoid the problem. Most vendors maintain a list of approved signors from your company. That way if you spot a signature you do not know the vendor can be held reliable for granting the purchase. It will still be your obligation to handle the employee and their action. You can also ask the vendor to send copies of all invoices to you so that you can verify all purchases. You can make it clear to your employees that you do check all the statements and invoices from your vendors but don’t make it sound so threatening though.

Most employees would never consider abusing the faith given to them by an employer but there are always some that feel they can slip one over on the boss. They could want to get back at you due to not giving them a raise, or being disappointed about some result. The point of course is that it does happen but it can be prevented before it happens.

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