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Payment of Dealer's Bills
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Storekeeper 1 & C - Manual for watching over inventory and other things needed in a store
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Forwarding Invoices for Payment
comply  with  the  above  time  frames,  you  are required to submit the invoices for receipt by the paying  office  within  5  working  days  following certification  and  acceptance  of  the  goods  or services. Precaution Against Duplicate Shipments To  avoid  duplicate  payments,  your  dealers’ invoices should be processed for payment only if you  have  received  and  accepted  the  material.  Any dealer’s invoice that is not proper or is erroneously sent to your ship should be returned to the vendor with  a  cover  letter  within  15  days  for  proper billing. The only exceptions are 3 days for meat or  meat  products  and  5  days  for  perishable agricultural  commodities. Proper  Invoices For an invoice to be proper, you must include the  following  as  applicable: .  Invoice  date .   Name   of   contractor l   Contract   number   (including   contract number,  line  item  number,  description  of  supplies or  services,  quantity,  unit  price,  unit  of  issue,  and extended total) .  Shipment  number  and  date  of  shipment . Name and address where payment is to be sent .  Name,  title,  phone  number,  and  mailing address  of  person  to  be  notified  in  the  event  of a  defective  invoice l  Any  other  information  or  documentation required  by  other  provisions  of  the  contract The invoices must be prepared and submitted in quadruplicate (one copy should be marked as the original)  unless  otherwise  specified. Certification and Acceptance Certification   of   receipt   and   acceptance   of goods or services by the responsible SKs must be displayed  on  the  reverse  of  the  original  invoice with  the  following  information: l  Date  material  or  services  received  and accepted .  Date  material  received .  Number  of  dealers’  invoices .  Date  invoice  forwarded  for  payment Discount on Dealers’ Invoices When  you  receive  purchased  material,  the dealers’  invoices  that  offer  a  discount  for  payment within  a  specified  time  frame  (for  example,  1 percent  net  10  days)  should  be  processed  and forwarded  to  the  authorized  paying  activity designated  on  the  purchase  order  (for  example, military   disbursing   officer,   United   States disbursing  officer  [usually  assigned  to  a  U.S. Embassy],  or  the  nearest  FAADC).  To  permit easy identification of these vouchers, a Discount Label,   NAVCOMPT   Form   442,   figure   6-12, should be attached to the upper left corner of each dealer’s  invoice  that  a  discount  is  offered,  whether or not the discount period has expired. The label should indicate the date of receipt of the invoice or   the   material,   whichever   is   later,   and   the discount   expiration   date.   When   you   fail   to forward an invoice within the discount period for any  reason  other  than  late  receipt  of  invoice  or material,  you  must  give  an  explanation  of  the delay  on  a  copy  of  the  invoice. Dealers’ Invoices Not Subject to Discount Dealers’ invoices not subject to discount must be  forwarded  for  receipt  by  the  appropriate FAADC  designated  on  the  purchase  document within   5   days   following   certification   and acceptance  of  the  goods  or  services,  You  must Figure 6-12.—Discount Label, NAVCOMPT Form 442. 6-16

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