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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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