When there are problems with an invoice submitted by a supplier, an accounts payable staff person must call the supplier to discuss the issue. If the problem requires a lengthy discussion, or the supplier is located far away, the company may find itself incurring substantial phone charges to resolve issues that are not even its fault.
This problem can be resolved by including the 800-number for each supplier in the computer master file, assuming there is such a number. By doing so, the accounting staff can readily access the toll-free number and use it to contact the supplier. After all, if the supplier caused the problem, it should pay for the call required to resolve it.