A description of a proper invoice may be found in the DOD FMR Volume 10 and other regulations under:
For your information:
- 0702 INVOICES
- 070201 Proper Invoice, FAR 52.232-25(a)(4) and DFARS 252.211
To be considered a proper invoice, FAR 52 and DFARS 252 mandate that it must contain specific information. If there is a discrepancy between the FAR (FAR and DFARS) and this Regulation, the FAR takes precedence.
A proper invoice must contain the following:
- Name and address of the contractor.
- Invoice date.
- Contract number or other authorization for supplies delivered or services performed (including order number and contract line item number).
- Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.
- Shipping and payment terms, (e.g., shipment number and date of shipment, prompt payment discount terms). Bill of lading number and weight of shipment will be shown for shipments on government bills of lading.
- Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or on a proper notice of assignment).
- Name (where practicable), title, phone number, and mailing address of person to be notified in event of a defective invoice.
- Any other information or documentation required by the contract, such as evidence of shipment.
- It is not necessary for an invoice to be totally free of defects in order to be proper and to create a valid demand upon the government. Although individual circumstances vary, in general, the activity approving or making the payment must be able to determine that:
- The goods or services being billed were in fact properly ordered under a specific contractual document, and received from the business concern designated in the order.
- Payment is being requested by the same business concern.
- Errors in contractual documents must be corrected by a formal modification. In the past, there have been problems between the disbursing offices and contracting offices concerning the timely issuance and receipt of corrective administrative modifications when payment had been made.
- Disbursing office personnel will notify the contracting office personnel of items in the contract that need to be corrected.
- Contracting personnel will make the changes through a formal modification.
- Disbursing office personnel will not make any changes to contracts. If there is doubt as to whether payment to the invoicing business concern would be proper, the invoice should be considered materially defective and must be returned to the contractor within 7 calendar days (3 calendar days for suppliers of meat and meat food products and fish and frozen fish and 5 calendar days for suppliers of perishable agricultural commodities, dairy products, edible fats or oils) after the date of receipt of the defective invoice.
- The notice to the contractor must be in writing and is considered effective as of the date mailed.
- Maintain a record of the mailing date since timely notification prevents the payment clock from starting. If the notification is not made within the number of days stated in this paragraph, the payment clock will continue to run until the contractor is formally notified.
- In these instances, the payment due date will be reduced by the number of days between the return of the defective invoice and the expiration of the applicable time period.
- In cases where the returned invoice offers a cost effective discount, request the contractor change the date on the existing corrected invoice, if resubmitted, or issue a new corrected invoice with the current date on it.