"I'd discuss with them our policy on paying vendors and what our contract dictates. If they had special circumstances, I'd discuss either a partial payment or an amendment to the contract. I'd schedule a meeting with them, my manager, and myself to discuss the situation to resolve it in a timely manner."

This is a rare occurrence, but can happen. If a vendor seriously needs cash or there's an error regarding the invoice due date, then it will result in an awkward phone call. The important thing to remember is to always check your files. They should have due dates and agreed-upon amounts.

The correct way to handle this is to take the message, go to your manager to discuss the situation, and then follow whatever your manager says. If they're unavailable, go to your files and let them know the due dates you've recorded and the amount due. Don't authorize payment without permission from a manager.

"I'd place them on hold and see if my manager is available to discuss the issue. If they're not, I'd pull the file and review the due date and the amount on file. If they have a special reason for their situation, I'd inform them that I'd contact them after discussing the situation with the manager."