The supplier changed prices after taking your deposit.

More money is requested before dispatch

A kitchen installer pays a deposit for specialist fittings. Before dispatch, the supplier demands a larger balance. Another supplier can deliver, but also wants a deposit. The installer could end up financing two orders while the first payment remains disputed. The immediate decision needs a cash comparison that keeps the existing deposit visible.

Keep the first deposit in its own record

Match the payment receipt to the accepted order, supplier invoice and original total. Confirm whether the supplier has credited the payment correctly and what balance it now requests. Obtain advice on any disputed price-change term before accepting the demand.

Record whether the fittings have been made or allocated and obtain evidence of the proposed dispatch timing. Do not treat a payment already sent as proof that goods are available.

Compare the additional cash each option needs

Prepare three separate calculations: completing the existing order, agreeing cancellation and placing a replacement order, or negotiating staged supply. In the replacement calculation, keep the first deposit unavailable until a refund is actually received or its timing has a reliable basis.

Include freight, compatibility checks, delay and any new deposit. Business.gov.au recommends supplier agreements that clearly identify pricing, payment and delivery responsibilities. Use confirmed terms for each option rather than comparing only the advertised unit prices.

Source: Business.gov.au - Suppliers

Define how the deposit would be dealt with

Ask the supplier to confirm in writing how the deposit applies to any revised total. If an exit is negotiated, identify the refund amount, due date, payment method and any conditions or release. Have significant disputed terms reviewed before agreeing.

Do not assume a credit note is cash available to pay the replacement supplier. Check whether a proposed credit can actually be used and whether accepting it changes the dispute. Preserve the original payment and agreement records.

Set a decision point before paying twice

Give one person authority to approve the next commitment using the reconciled figures. Check the customer contract and explain confirmed delivery consequences through the appropriate process. Avoid ordering a substitute while another team member authorises the original balance.

If no option can be funded, take the whole position to the accountant and appropriate adviser. Sending more money solely to protect the first deposit can increase the loss without resolving delivery uncertainty.

Compare the next payment with the deposit still at risk

Reconcile the first deposit and obtain the supplier’s revised terms.

Compare each option with the first payment still unavailable, then document any refund or credit before relying on it.

Contact CRP about supplier-payment disputes and coordinating appropriate professional support.