Certified Professional Public Buyer (CPPB) Practice Test

If a supplier offers to deliver an item sooner than previously agreed, what should a buyer do?

1. Thank the supplier and wait for delivery

2. Notify the ordering department of the new delivery

3. Send an amended purchase order

4. Cancel the order altogether

The correct answer is: Send an amended purchase order

When a supplier offers to deliver an item sooner than previously agreed, the buyer should send an amended purchase order. This is essential because an amended purchase order serves as a formal document that confirms the new terms of the delivery. It provides clarity and ensures that both parties are on the same page about the updated delivery timeline. Additionally, having an amended order helps to maintain accurate records for both the buyer's and supplier's accounting and inventory management systems. This action also protects the interests of the buyer by ensuring that any changes to the original agreement are documented and agreed upon in writing. By doing so, it minimizes the risk of misunderstandings or disputes later on regarding the terms of delivery. The other actions, while they appear reasonable, do not provide the necessary formal documentation to acknowledge the change in delivery terms. Simply thanking the supplier or notifying the ordering department lacks the formal recognition needed in procurement practices, and canceling the order altogether would disconnect the buyer from a potentially beneficial arrangement. Thus, sending an amended purchase order is the most effective approach in this situation.