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take the necessary action to make sure the dealers’
invoices are forwarded in the prescribed time.
Verification With Report
of Inspection
Dealers’ invoices should be checked against
the reports of inspection that you have filed by
requisition number. These invoices must be
verified with this file to be sure of receipt of the
material in the correct amount billed. After you
receive the material and have verified the quantity
with the quantity billed, the dealer’s invoice and
copies of the related purchase documents should
be processed and forwarded for payment.
FORWARDING INVOICES
FOR PAYMENT
When purchases are made from commercial
sources, the purchase document tells the dealer
who is to get the invoice for the material, either
the shore activity who prepares the purchase
document or the ship that receives the material.
Upon receiving the material you will forward the
proper invoice to the activity that is indicated on
the purchase order for payment.
Vendors Located in CONUS,
Alaska, or Hawaii
When an invoice is received from a vendor
who is located in CONUS, Alaska, or Hawaii, the
original and three copies of the invoice, with an
attached copy of the receipt document, should be
forwarded to one of the paying offices specified
in the upcoming paragraph on Payment Offices.
Vendors Not Located in CONUS,
Alaska, or Hawaii
If your ship has a Supply Corps officer
assigned, dealers’ invoices received from a vendor
not located in CONUS, Alaska, or Hawaii should
be paid by the ship’s disbursing officer, unless
payment by another official is required.
To support the payments of your disbursing
officer, you should provide him or her with the
following documents:
. Original and three copies of each dealer’s
invoice
. Copy of each receipt
. Original and all copies of Public Voucher
for Purchases and Services, Standard Form 1034,
that should be prepared per the NAVCOMPT
Manual, chapter 4
If you are stationed aboard a ship that does
not have a Supply Corps officer assigned, the
original and three copies of each invoice received
from a vendor not located in CONUS, Alaska,
or Hawaii must be promptly forwarded to one of
the following activities or individuals:
. Military disbursing officer in the vicinity
. United States disbursing officer located at
a U.S. Embassy or a naval attaché
l Either of the FAADCs located in Norfolk,
Virginia, or San Diego, California, whichever is
closer
You must attach a receipt copy to the invoice for
mailing.
When your ship is in a foreign port and
receives dealers’ invoices from a foreign vendor,
the senior officer present afloat (SOPA) may
designate one ship to consolidate all ships’ bills
and pay them. In this circumstance, all your
foreign dealers’ bills (whether you have a supply
officer assigned or not) will be forwarded to that
ship so designated for payment. Each invoice will
have attached a copy of the receipt papers.
When you are unable to obtain the foreign
dealers’ bills for payment before your ship’s
departure, you must make arrangements with
another ship that is in port for payment. You
should provide that ship’s supply officer with a
Money Value Only, DD Form 1348, and a copy
of the purchase order. If there is no other ship
in the area, you should have the dealer mail you
the bill. Upon receipt of these invoices, you must
forward all necessary paper work to the nearest
FAADC. Any Canadian dealers’ invoices received
after your departure should be processed as per
the NAVCOMPT Manual, chapter 4.
Retained Copy
If available, one copy of the dealer’s invoice
should be attached to the retained copy of the
purchase document. Before you file a copy of the
purchase document in the material completed file,
the following information should be typed or
stamped somewhere on the retained copy:
Date material received
Date dealer’s bill received
Number of dealer’s bill
Date forwarded for payment
Paying activity
See figure 6-13 for an example of a retained copy
of DD Form 1155.
6-17
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