Sometimes when DRC Trading Assistance Staff is reviewing a dispute file, we find contradictory information on the transaction documents which are not part of the disputed matter between the parties.
Since a high percentage of the produce industry’s transactions do not have a written contract, the contract between the parties is established by the documents supporting the transactions. This includes, but is not limited to documents such as a purchase order, invoice, bill of lading, passing, broker’s confirmation of sale and any written communication.
When there is conflicting information on any of these documents, more fuel could be added to the dispute because we are now dealing with an additional element that was not part of the original matter under dispute. Therefore, these are some of the items we recommend verifying prior to issuing documents such as a purchase order, an invoice, bill of lading or a broker’s confirmation of sale:
When noticing conflicting information on the documents related to a transaction, it is your responsibility to promptly let the parties involved in the transaction know that you have found an error or omission and request that document be amended accordingly.