Based on this matter, I would have some recommendation that may to solve out the dispute and ensure our interests as well as the customer is protected as follow:
As we may know that, documentation in financial is very important for invoicing, monthly report, annual report and audit purpose also. Therefore, we should make clear the deal between 2 sides of our company and the customer through the contract and our financical documentation control properly.
First things, before discussing for the contract between 2 sides; our company and customer, we should include the invoicing document requirement from the customer into the contract. Base on this term and condition, we will have the proof to request the customer to issue the PO whenever they order the goods, this is good practice for documentation and for sales department to deal with customer’s Purchasing Department when they delay issuing the PO to the company.
For the company, we will make a procedure for invoicing with the agreement of Sales, Shipping, and Finance Department as follow:
1. Sales Department: Request the PO from customer and send it to Shipping Dept, and copy for Accounting Department for filing and invoicing purpose.
2. Shipping Department: Only release goods when receiving the PO from Sales Dpt, get Delivery Ticket signed by customer when hand the goods to the customer.
3. Accounting Dept: Collect PO, Delivery ticket and other support documents that are based from the term and condition of the contract to issue invoice