FCHS2_Section_J_Attachment_07b_Example_Invoice_Template_Amd0003_0003.xlsx
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- Attached to
- DOI Foundation Cloud Hosting Services (FCHS2) Federal contract opportunity
- Solicitation number
- 140D0423R0002
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FCHS2 Data Elements
| FCHS2 Element Display Name | Description | IPP Field: Y/N | Definition: Vendor vs USDA | Data Type | Character Length | Acceptable Value/Format | Required? | Null Value Allowed? | |
| Invoice Number | The assigned invoice number | Y | Vendor | string | 14 | Must match value in IPP | Y | N | |
| Revision Number | The revision number assigned to the invoice in the event a change is needed from the originally issued invoice | ||||||||
| This must be entered with the same value as IPP Revision Numbers | Y | Vendor | string | 4 | REV# | N | N | ||
| Invoice Date | The date the invoice was generated | Y | Vendor | date | 10 | YYYYMMDD | Y | N | |
| Customer Number | The number assigned to the USDA by the vendor | ||||||||
| This must be entered with the same value as IPP Customer Number | Y | Vendor | sting | 255 | Must match value in IPP | Y | N | ||
| Customer PO Number | The number assigned by the USDA on the Task Order | ||||||||
| This must be entered with the same value as IPP Customer PO Number | Y | USDA | string | 255 | Must match value in IPP | Y | N | ||
| PO Issue Date | The date the Purchase Order was issued | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Project Number | The number assigned to the project by the vendor, there is one project per task order | ||||||||
| This must be entered with the same value as IPP Project Number | Y | Vendor | string | 255 | Must match value in IPP | Y | N | ||
| Project Name | The name assigned to the project by the vendor, there is one project per task order | ||||||||
| This must be entered with the same value as IPP Project Name | Y | Vendor | string | 255 | Must match value in IPP | Y | N | ||
| Contract Name | The assigned Contract Name | ||||||||
| This must be entered with the same value as IPP Contract Name | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Contract Number | The assigned Contract Number | ||||||||
| This must be entered with the same value as IPP Number | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Contract Holder | The name of the primary contract holder name or the name of the reseller |
Map to IPP Vendor field
| This must be entered with the same value as IPP Contract Holder | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Base/Option Period | Designate either BP, OP1, OP2, OP3 (where the number designates the option period) | ||||||||
| This must be entered with the same value as IPP Base/Option Period | Y | USDA | string | 3 | BP, OP1, OP2, OP3… | Y | N | ||
| Task Order Number | The assigned Task Order Number | ||||||||
| This must be entered with the same value as IPP Task Order Number | Y | USDA | string | 255 | To be defined at TO Award, must match value in IPP | Y | N | ||
| Task Order Period Of Performance Start | The beginning date of the performance period. | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Task Order Period Of Performance End | The end date of the performance period. | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| USDA Cost Center | The Cost Center assigned to the invoice, this 7 digit number aligns with USDA accounts | ||||||||
| This must be entered with the same value as IPP USDA Cost Center | Y | USDA | string | 7 | No restrictions | Y | N | ||
| Terms | The terms of the cotract | ||||||||
| This must be entered with the same value as IPP Terms | Y | USDA | 6 | NET 30, NET 15 | Y | N | |||
| POC Name | The name of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | Must match value in IPP | Y | N | |
| POC Email | The email of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | Must match value in IPP | Y | N | |
| POC Phone | The phone number of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | 000-000-0000 | Y | N | |
| Billing Period Start | The date the billing period is started | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Billing Period End | The date the billing period is completed | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Account/Project | The logical grouping of services by account (ex: Master Payer, Subscription, Project) | N | Vendor | string | 255 | No restrictions | N | Y | |
| Agency Disburser Name | The name of the Agency Disburser | Y | USDA | string | 255 | Must match value in IPP | Y | N | |
| Agency Payer Name | The name of the Agency Payer | Y | USDA | string | 255 | Must match value in IPP | Y | N | |
| Billing Header Information Included Above |
Billing Detail Information Included Below
| Billing Line: Title | The billing type category: CSP Cloud Services, CSP Marketplace Service, License, Professional Services (Labor Hour), Professional Services (Training), Professional Services (FFP Service Support), ODC | Y | USDA | string | 255 | CSP Cloud Services, CSP Marketplace Service, License, Professional Services (Labor Hour), Professional Services (Training), Professional Services (FFP Service Support), ODC | Y | N |
| CLIN | The assigned Contract Line Item Number | Y | USDA | string | 4 | # | Y | N |
| CLIN Period of Performance Start | The Period of Performance start date based on the CLIN period | N | USDA | date | 10 | YYYYMMDD | Y | N |
| CLIN Period of Performance End | The Period of Performance end date based on the CLIN period | N | USDA | date | 10 | YYYYMMDD | Y | N |
| Billing Detail: Description | For CSP Cloud Services, provide the CSP total (ex: Master Payer Account/subscription). |
For CSP Marketplace Services, provide the CSP account number (ex: Master Payer Account/subscription).
For Licenses, provide Product Description For Professional Services (Labor Hour), provide established LCATS from the Task Order. We anticipate 1 line per LCAT on each task order invoice.
For Professional Services (FFP Service Support), provide established FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.
For Professional Services (Training), provide established training FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.
| For ODC, provide the ODC Description. We anticipate 1 line per ODC charge on each task order invoice. | Y | USDA | string | 255 | See guidance in description | Y | N | ||
| Vendor SKU | The SKU assigned to the product by the vendor | Y | USDA | string | 255 | No restrictions | N | Y | |
| Reseller SKU | The SKU assigned to the product by the reseller | Y | USDA | string | 255 | No restrictions | N | Y | |
| Billing Detail: Quantity | Quantity, ex: the amount of hours accumulated or number of units provided | Y | USDA | float | 4 | 0.0-9999 | Y | N | |
| Billing Detail: Unit of Measure | Use EACH, HOURLY, or TOTAL and the total charges must match the quantity x unit cost provided. | Y | USDA | string | 255 | EACH, HOURLY, TOTAL | Y | N | |
| Billing Detail: Unit Cost | For Professional Services, provide the unit cost (LCAT rate, FFP increment cost) | Y | USDA | float | 4 | 0.0-9999 | Y | N | |
| Billing Detail: Product Vendor | This is the product vendor name | Y | USDA | string | 255 | No restrictions | N | N | |
| Status Report File | To be specified in contract | Y | USDA | string | 255 | No restrictions | Y | Y | |
| Billing Detail: Total Charges | The payment total of the line item | Y | USDA | float | 4 | 0.0-9999 | Y | N |
| Additional Notes | Free Text Notes should additional information be needed pertaining to a line item | USDA | string | 255 | N | Y | |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
Invoice Example
| Invoice Number | Revision Number | Invoice Date | Customer Number | Customer PO Number | PO Issue Date | Project Number | Project Name | Contract Name | Contract Number | Contract Holder | Base/Option Period | Task Order Number | Period Of Performance Start (Task Order) | Period Of Performance End (Task Order) | USDA Cost Center | Terms | POC Name | POC Email | POC Phone | Billing Period Start | Billing Period End | Account / Project | Agency Disburser Name | Agency Payer Name | Billing Line: Title | CLIN | CLIN Period of Performance Start | CLIN Period of Performance End | Billing Detail: Description | Vendor SKU | Reseller SKU | Billing Detail: Quantity | Billing Detail: Unit of Measure | Billing Detail: Unit Cost | Billing Detail: Product Vendor | Status Report File | Billing Detail: Total Charges | Additional Notes | Reserved for Future Use | Reserved for Future Use | Reserved for Future Use | Reserved for Future Use |
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | CSP Cloud Services | 001 | 20230901 | 20240831 | Account 1 | (empty) | (empty) | 1 | TOTAL | $ 4,000,000.00 | (empty) | XYZ Monthly Program Review | $ 4,000,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joy Macks | joy.macks@abc.com | 123-456-7890 | 20240101 | 20240130 | CSP Cloud Services | 001 | 20230901 | 20240831 | Account 2 | (empty) | (empty) | 1 | TOTAL | $ 2,000,000.00 | (empty) | XYZ Monthly Program Review | $ 2,000,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joy Macks | joy.macks@abc.com | 123-456-7890 | 20240101 | 20240130 | CSP Marketplace Services | 002 | 20230901 | 20240831 | 2585663444 | (empty) | (empty) | 1 | TOTAL | $ 3,077.00 | Company A | Application 1 MPR | $ 3,077.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joy Macks | joy.macks@abc.com | 123-456-7890 | 20240101 | 20240130 | CSP Marketplace Services | 002 | 20230901 | 20240831 | 56497765555 | (empty) | (empty) | 4 | TOTAL | $ 1,000,000.00 | Company B | XYZ Monthly Program Review | $ 4,000,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | License | 003 | 20240101 | 20250101 | Application ABC | XYZ98756 | ABC952522 | 1 | EACH | $ 5,000,000.00 | Company C | (empty) | $ 5,000,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 004 | 20240101 | 20250101 | ARCH1 | (empty) | (empty) | 15 | HOUR | $ 100.00 | (empty) | XYZ Monthly Program Review | $ 1,500.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 004 | 20240101 | 20250101 | ARCH3 | (empty) | (empty) | 15 | HOUR | $ 300.00 | (empty) | XYZ Monthly Program Review | $ 4,500.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Training) | 005 | 20240101 | 20250101 | Application1Training | (empty) | (empty) | 1 | HOUR | $ 4,000.00 | (empty) | Application 1 MPR | $ 4,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (FFP Service Support) | 006 | 20240101 | 20250101 | Application2Support | (empty) | (empty) | 1 | EACH | $ 3,000.00 | (empty) | App2 MPR | $ 3,000.00 | |||||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | ODC | 007 | 20240101 | 20250101 | Travel | (empty) | (empty) | 1 | EACH | $ 5,077.00 | Company A | Application 1 MPR | $ 5,077.00 | Travel during the ABC conference |
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