Proper Invoicing

To Our Valued Suppliers:

To help in the preparation of correct invoices, the following information is provided.

1.       Ensure that the contract number is identified correctly on the invoice. Under EBS, contract numbers can be identified by SPM or SPE as the first three digits of the contract number, and a D, T or U as the ninth digit of the contract number. For example SPMXXX-04-D-XXXX. If referring to a delivery order ensure that the correct order number is included as part of the complete contract number. For example SPMXXX-04-D-XXXX XXXX.

2.       Invoices must contain the following information:

a.       Name and Address of the company.

b.       Contract/Purchase Order Number. Do not use the Solicitation number. If the contract is a Basic Ordering Agreement, include the Order/Call Number.

c.       Contract Line Item Number (CLIN). This is found in the “Schedule of Supplies” in the contract. Each item ordered is assigned a four digit CLIN. For example, CLIN 0001, 0002.

d.       Invoice Number and Date.

e.       Description/National Stock Number.

f.         Manufacturer’s Part Number. As specified in the contract.

g.       Quantity shipped.

h.       Unit of Issue. As specified in the “Schedule of Supplies”.

i.         Unit Price and Extended Total for each line item.

j.         Invoice Total.

k.       Shipment Number. Same as Block 2 of the DD Form 250.

l.         Postage and Transportation. If the contract is FOB-Origin, and you are authorized to ship “Prepay and Add,” include the transportation cost (parcel post, UPS, etc.) as a separate line.

m.     Required Certification. Certificate of Conformance, ACO Approval, etc.

n.       Taxpayer Identification Number (TIN). If not required to be registered in the CCR.

o.       Electronic Funds Transfer (EFT) banking information. If not required to be registered in the CCR.

p.       Payment and Discount Terms.

q.       Commercial and Government Entity (CAGE) Code.

r.        Company Point of Contact, Name, Telephone and Facsimile numbers. For the resolution of problems.

3.       The address of the DFAS Payment Office supporting EBS is:
DFAS-JAQBAB (SL4701-EBS)
P.O. Box 369031
Columbus, OH 43236-9031

4.       Invoices shall be submitted in electronic form unless an exception applies. Contact the contracting officer for more information.

5.       Only when an exception applies and invoices are submitted in other than electronic format, mail one invoice to DFAS. All hard copy invoices must include a DoDAAC.

6.       Sign up for electronic invoicing.

a.       WAWF, WINS, VAN

                                                                      i.            https://wawf.eb.mil

                                                                     ii.            https://ecweb.dfas.mil

                                                                   iii.            http://www.dfas.mil/contractorpay/electroniccommerce/electronicdatainterchangeedi.html

b.       DSCP Web

                                                                      i.            215-737-2743 (Prime Vendor, FF&V, Market Ready)

7.       Use of DD Form 250, Material Inspection and Receiving Report, as an invoice.

a.       When using the DD Form 250 as an invoice ensure that the invoice is marked “ORIGINAL INVOICE”, and INCLUDE THE INVOICE NUMBER AND DATE IN BLOCK 6.

b.       The DD Form 250 can serve as the shipment document and as the material inspection and acceptance document. A DD Form 250 that is marked “ORIGINAL INVOICE” will be used as an invoice, and cannot be used as a shipment document. Conversely, if the DD Form 250 is not marked as an invoice it will not be used as an invoice.

c.       Supplier submitted invoices and the Electronic Vendor Invoicing System (ELVIS) must reference the same contract number, order/call number and DoDAAC.

8.       To learn about the status of an invoice, use myInvoice at  https://myinvoice.csd.disa.mil//index.html

9.       DFAS EBS Customer Service: Please call 1-800-756-4571 for EBS Customer Service. Select option 2, option 2.

Updated 3/21/08 - Originally Posted 7/21/04