Attachment N Bi-Monthly Transaction Handling Invoice.xlsx

XLSX spreadsheet 40 KB Posted Jan 16, 2025

Attached to: FNS Storage and Distribution Services Federal contract opportunity
Solicitation number: 12-3198-25-R-0010
Issued by: Department of Agriculture Food and Nutrition Service

About this file

Written by GovTribe AI · Jan 16, 2025

This is a template document (Attachment N) that provides detailed instructions and formatting requirements for submitting bi-monthly transaction reports and handling invoices for a USDA Food and Nutrition Service contract involving food storage and distribution.

The template requires contractors to submit reports twice per month: one for the 1st through 15th of each month (due by noon CST on the 16th) and another for the 16th through the end of month (due by noon EST on the 1st of the following month). Reports must be submitted in Excel 365-compatible format and include detailed transaction information for CSFP and FDPIR program commodities, including inventory balances, inbound receipts, outbound shipments, and adjustments. Each report must track warehouse lot numbers, material codes, activity dates, case quantities, and handling charges. Supporting documentation requirements include copies of inbound/outbound Bills of Lading, carrier signatures, and delivery confirmations. The template provides specific codes and formats for recording different types of inventory activities (IN, OUT, ADJ, BEG, END) and includes sample entries demonstrating proper documentation of transactions.

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Other files for this federal contract opportunity

Other files attached to FNS Storage and Distribution Services, newest first.
File	Type	Posted
Attachment K Performance Work Statement PWS revised.pdf	PDF	Feb 5, 2025
A00001 Questions and Answers.xlsx	XLSX spreadsheet	Feb 5, 2025
12-3198-25-R-0010 Amend A00001.pdf	PDF	Feb 5, 2025
Attachment X rev. Incentive and Penalties.xlsx	XLSX spreadsheet	Feb 5, 2025
Attachment A USDA CSFP Rev Max Month Distrib Rates.pdf	PDF	Jan 16, 2025
Attachment F CSFP Factsheet.pdf	PDF	Jan 16, 2025
Attachment S CSFP Foods Available List.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment W Reporting Template with References.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment B USDA FDPIR Monthly Distribution G.pdf	PDF	Jan 16, 2025
Attachment E FDPIR Factsheet.pdf	PDF	Jan 16, 2025
Attachment X Incentives and Penalties.xlsx	XLSX spreadsheet	Jan 16, 2025
Solicitation 12-3198-25-R-0010.pdf	PDF	Jan 16, 2025
Attachment C USDA Foods Available List for CSF.pdf	PDF	Jan 16, 2025
Attachment D USDA Foods Available List for FDP.pdf	PDF	Jan 16, 2025
Attachment G TEFAP Factsheet.pdf	PDF	Jan 16, 2025
Attachment K Performance Work Statement PWS.pdf	PDF	Jan 16, 2025
Attachment O Bi-Monthly Storage Invoice.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment Q Household Foods Shelf Life Guidelines.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment U Summary of CSFP and FDPIR Orders.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment V Temp Humidity Req.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment Z Subcontracting Plan.pdf	PDF	Jan 16, 2025
SF1449 12-3198-25-R-0010.pdf	PDF	Jan 16, 2025
Attachment H MAP for FDPIR - CSFP Zone and Program Locations.pdf	PDF	Jan 16, 2025
Attachment I Detailed Zone Delivery Locations w Avg Volumes.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment J Pricing Schedule.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment L CSFP and FDPIR Food Package Descr.pdf	PDF	Jan 16, 2025
Attachment M Nat Multifood Warehouse Interaction With WBSCM.pdf	PDF	Jan 16, 2025
Attachment P Monthly Transportation Invoice.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment R FDPIR Foods Available List.xlsx	XLSX spreadsheet	Jan 16, 2025
Attachment T Aggregate Delivery Locations.xlsx	XLSX spreadsheet	Jan 16, 2025
ATTACHMENT Y Past Performance Questionnaire.docx	DOCX document	Jan 16, 2025

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Information Attachment N: Bi-Monthly Transaction Report and Handling Invoice

Information

1 Bi-Monthly Transaction Report and Handling Invoice

Email Due Date:	Bi- Monthly Transaction Report and Handling Invoice for Reporting Period 1st day through midnight on 15th day of month is
	due the 16th calendar day of the month by noon central time (running report every other week).
	If the 16th day of the month falls on a weekend or federal holiday, then report is due by noon Eastern Standard Time (EST) the next business day.
	Note: 1st period will be used for informational purposes, not for billing.

Bi- Monthly Transaction Report and Handling Invoice for Reporting Period 16th day through midnight on last day of month is

due the first calendar day of the next month by noon EST.

If the first day of the month falls on a weekend or federal holiday, then report is due by noon EST the next business day.

Note: Running report for second reporting period information should be added to first period and submitted for the whole month.

Note: These Bi-Monthly Reports submitted by email on each due date will not be paid against until supporting documents are received

with other reports/invoices after the end of the reporting month.

Number of Copies: See below

Format: Microsoft Excel file (Excel 365 compatible).

Deliver Reports To: Send Report as Email attachment to CO and COR

Reporting Periods:	Reporting Period #1:	1st day of month through midnight on the 15th day of month
	Reporting Period#2:	16th day of month through midnight on the last day of month

2 Combined Bi-Monthly Transaction Report and Handling Invoice - Invoice and supporting documentation

Due Date:	7th Working Day After End of the Prior Month.
	No no later than 4:00 p.m. EST
Format:	Invoices shall be uploaded to an electronic shared data folder with access provided to USDA.
	Microsoft Excel file (Compatible with Excel 365). Each report shall be contained in a separate folder.
	Future enhancements may involve uploading invoices to WBSCM.

	Bi-Monthly Transaction Report and Handling Invoice with supporting documentation (e.g. Inbound BOL, etc.) shall be contained in a separate file.
	Each Bi-Monthly Transaction Report and Handling Invoice shall be segregated with its own supporting documentation.
Reporting Periods:	Prior Month
	Note: Bi-monthly means twice per month.
	Note: Submit Bi-Monthly Reports by email by due dates and a Combined Bi-Monthly Storage Invoice for the entire Month.

Header Sort Support Docs

Attachment N: Bi-Monthly Transaction Report and Handling Invoice
	Header Information Requirements for Reports/Invoices
	1	Contractor Name & Business Address (include sub-organization name, room number or mail stop if applicable)
	2	Contract Number
	3	Task Order Number
	4	Title of Report (include copy and/ or version number)
	5	Point of Contact (include name, title, and phone number)
	6	Include Page Numbers (sequential) on all reports	( i.e. 1 of 200)
	7	Reporting Period
	8	Contractor's Invoice Number
	9	Date of Invoice
	10	Contractor's WBSCM Ship To # Entity 50xxxxx (this will be provided at post award conference)

	Note: All Invoices/Reports require Contractor's Certification.
SORT SEQUENCE:
1	By Program (CSFP or FDPIR)
2	WBSCM Material Code and Commodity Description
3	Warehouse Lot Number
4	Activity Date
SUPPORTING DOCUMENTATION TO BE SUBMITTED WITH EACH REPORT:
1	Copy of inbound BOL with carrier’s signature and date (date carrier receipted for the load) and
	warehouse’s signature and date (date commodity received at contractor’s facility) with cases received.
2	Number of pallets.
3	Copy of each outbound BOL from Contractor’s facility to the Recipient Agency(ies) and/or any destination
	assigned by USDA with the following data on each BOL:
	-	Name of Recipient Agency with WBSCM “Ship To #”; City, State and Zip Code located
	-	WBSCM Requisition Number
	-	Warehouse Lot number for each commodity ordered, with its corresponding
		inbound PO and PO line item numbers and PR numbers.
	-	WBSCM Material Code and Commodity Description
	-	Number of Cases for each lot shipped
	-	Signature of carrier with date carrier accepts load from Contractor’s Facility	BOL issuance
	-	WBSCM RA's Regular Scheduled Delivery Date (RSDD)
	-	Signature of Recipient Agency with date commodity was received notating any over, short and damaged commodities
	-	Total gross weight for shipment and total number of pallets outbound
4	Copy of applicable emails

Special Data RQ

Attachment N: Bi-Monthly Transaction Report and Handling Invoice
SPECIFIC DATA REQUIRED:
1	Template examples show how to handle inventory carried over from end balance of previous month to beginning of current month and
	when inventory is received during the month, and outbound shipments, inventory adjustments, receipting for inbound loads,
	and accounting for handling charges.
	Note: The multi-month combined nature of the template is for demonstration visibility purposes only.
	The actual report should have a separate tab for each month containing only the information from that month.
	The beginning monthly balance for each lot should correspond to the ending balance on the previous month's tab.
2	Inventory total, by material, at beginning of month. For each lot, show:
		Filled in every column from WBSCM Program through BIUB date
		Activity date = 2/1/17
		Activity type = BEG
		Case Balance in this example was = 1000
		Activity dates record what happens to lot during each invoice period
		Note: Case Balances on Bi-Monthly Transaction and Handling Invoice must mirror case balances on Bi-Monthly Storage
		Invoice- match BEG/END number should be the same number
		billed for last day of each period and column L on Bi-Monthly Storage Invoice.
					Case
					Balance
			1st day of month	BEG	x	This should be the ending case balance for the previous period.
			15th day	END	x
			16th day	BEG	x	This should be the ending case balance for the previous period.
			Last Day of Month	END	x

Activity Types shall be only: OUT, IN, ADJ, BEG, END
	Activity
	Type
	Legend
	OUT	has several reasons and data requirements
		Regular shipments to RA's require WBSCM Req. Num and outbound BOL #, cases on BOL, and declining case balance
	IN	Inbound shipments from vendors. Requires WBSCM Req. Num and inbound BOL #, cases received, and increasing case balance
	ADJ	has several reasons and data requirements
		All Adjustments Require an Inventory Adjustment Number that begins with 9900000
	BEG	Beginning cases balance should be the same ending (END) case balance of previous period.
	END	Ending case balance as of midnight last day of reporting period 15th or last day of month

3 Transaction activity for inbound received/Handling Invoice, by commodity, cases, pallets received during the month. For each lot, show:

		Cases received
		Fill in every column from WBSCM Program through BIUB date
		Activity date = 12/1/24	Date shipment is receipted for 12/1/24; no qty carry-over; activity date= receipt date
		Activity Type = IN
		Cases	1000	Beginning amount From WBSCM, supported by the inbound BOL, plus or minus any OSD product.
		Case Balance	1000	Declining case balance
		Note: Inbound O/S/D's and supporting documentation shall be reported by email to CO and COR.
		Handling Invoice Clin 1
			20		Billing inbound pallets received and recorded
			$30.00		Handling Clin 1 Rate
			$600.00		Handling Clin 1 Amount
4	Inventory shipped OUT during the reporting month to eligible recipient agencies (RA). For each lot show:
		Activity Date
		Activity Type = OUT ( See Template for other types of Activity Types)
		Activity Reason Code		If applicable, See Activity Reason Legend, and Data Requirements
		WBSCM Requisition Number		If applicable
		Outbound BOL
		Cases		Cases ordered out
		Case Balance

5	Inventory Adjustments - for each lot show:
		Activity Date
		Activity Type	ADJ	Adjustment
		Activity Reason Code		See ADJ Legend
		IAN	All inventory adjustments require an Inventory Adjustment Number (IAN), assigned in sequential order starting with 9900001.
			(Reversal of previous adjustment requires a new IAN and activity date transactional record and remains part of permanent record.
			Reversal adjustment does not deleted both entries.
		WBSCM Requisition Number		If applicable
		Outbound BOL Number		If applicable
		Cases	plus or minus case adjustment
		Case Balance	balance after adjustment

6	Separate totals page, showing Grand totals by program for:
		Total Ending case balances by material code, total inbound billed pallets, total handling amount for each Reporting Period and grand totals for month.
7	Contractor's Certification

Template Fields:
	WBSCM Program
	WBSCM Material Code
	WBSCM Commodity Description
	Warehouse Lot Number
	WBSCM PO Number
	WBSCM PR Number
	Receipt Date			Receipt date = activity date when inbound shipment received (IN)
	Manufacture Date
	Activity Date			Need activity dates for 1st day of month BEG and 16th BEG and 15th END, and last day of month END, as well as others
	Activity Types (5) :			OUT, IN, ADJ, BEG, and END
	Activity Reason Code			See Applicable Legends for OUT and ADJ
	Inventory Adjustment Number				numbers beginning with 9900000
	WBSCM Requisition Number
	Outbound BOL
	Cases			Ordered or adjusted
	Case Balance			Decreases as cases ordered out or increases/decreases as inventory adjustments made
	Billing Inbound Pallets			Amount received on inbound shipment received during month
	Handling Clin 1 Rate			Full Handling Rate applied when inbound shipment received(1 time charge)			IN for current month
	Handling Clin 1 Amount			Inbound Pallets x handling rate/pallet= amount
		Legend	Activity
		Activity	Reason
		Types:	Code:
		BEG		Beginning balance carried over from last day of previous period for reporting period. Beginning balance can not equal zero.
		IN		Receipt date = activity date when inbound shipment received (IN),
		OUT	Out Legend
		OUT	RA	For Recipient Agency deliveries		WBSCM Requisition Num and Outbound BOL #
		OUT	Transfer	Outbound BOL shipment going to another Multifood warehouse		Need Outbound BOL #
		OUT	Donation	Outbound BOL showing what Foodbank picked-up		Need Outbound BOL #
		OUT	Special	FNS requested shipment outside contract		WBSCM Requisition Num and Outbound BOL #, as applicable
		OUT	Disaster	Disaster shipments		WBSCM Requisition Num and Outbound BOL #, as applicable
		END		Ending Case Balance for period.

ADJ	ADJ Legend	IAN	All ADJs require Inventory Adjustment Numbers (IAN).
			Any inventory adjustment (except Shpmnt O/S) not related to a specific WBSCM Req or BOL.
ADJ	WH O/S	99#	Warehouse Exam, or Warehouse adjustment (cycle count, audit results showing warehouse inventory losses(-) or gains(+)).
ADJ	HVDam	99#	Hidden Vendor Damage
ADJ	Wh Dam	99#	Warehouse Damage
ADJ	Prg	99#	Program Change	Adjustment taking quantity out of current lot
ADJ	Prg	99#	Program Change	Matching adjustment creating new lot in correct program
ADJ	Shpmnt O/S	99#	Overages or shortages reported by RA or discovered by warehouse/carrier.
			A specific WBSCM Req Number and/or outbound BOL number must be referenced
			when using this code. Any adjustment without a WBSCM/BOL number must be listed as warehouse O/S.

Bi-MoTransactionHandling Inv

Attachment N: Bi-Monthly Transaction Report and Handling Invoice YYYY_Month
TEMPLATE
																					T*U
	WBSCM	WBSCM	Warehouse	WBSCM	WBSCM	WBSCM	WBSCM						Activity	Inventory	WBSCM				Billing	Handling	Handling
WBSCM	Material	Commodity	Lot	PO	PO	PR	PR	Receipt	Manufact	BIUB	Activity	Activity	Reason	Adjustment	Requisition	Outbound		Case	Inbound	Clin 1	Clin 1
Program	Code	Name	Number	Number	Line Item	Number	Line Item	Date	Date	Date	Date	Type	Code	Number (IAN)	Number	BOL Num	Cases	Balance	Pallets	Rate	Amount
CSFP	100035	CHEESE BLEND AMER SKM LVS-12/2 LB	500357	4100024583	110	4000012345	10	11/15/24	10/5/24	10/5/25	11/15/24	IN					1000	1000	20	$30.00	$600
CSFP	100035	CHEESE BLEND AMER SKM LVS-12/2 LB	500357	4100024583	110	4000012345	10	11/15/24	10/5/24	10/5/25	11/16/24	BEG						1000
CSFP	100035	CHEESE BLEND AMER SKM LVS-12/2 LB	500357	4100024583	110	4000012345	10	11/15/24	10/5/24	10/5/25	11/30/24	END						1000
CSFP			(Example of Outbound shipment to Receipient Agency)								12/10/24	OUT			1000256173	45701	-50	950
CSFP											12/11/24	OUT			1000256200	45703	-50	900
CSFP			( Example of Inventory Adjustment and IAN)								12/12/24	ADJ	Wh O/S	9900001			-2	898
CSFP			( Example of Inventory Adjustment and IAN)								12/13/24	ADJ	Wh O/S	9900002			-20	878
CSFP											12/14/24	OUT			1000256204	45704	-296	582
CSFP			(End of Reporting Period #1- Must ID END case balance)								12/15/24	END						582
CSFP			(Beginning of Reporting Period #2- Must ID BEG case balance -			should be identical to END of previous period)					12/16/24	BEG						582
CSFP											12/17/24	OUT			1000256205	45705	-104	478
CSFP											12/18/24	OUT			1000256231	45710	-248	230
CSFP			(End of Reporting Period #2- Must ID END case balance)								12/19/24	END						230
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	6/20/24	IN						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	7/1/24	BEG						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	7/15/24	END						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	7/16/24	BEG						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	7/31/24	END						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	8/1/24	BEG						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	8/15/24	END						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	8/16/24	BEG						1650
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	8/20/24	OUT			1000345786	6579302	-1650	0
FDPIR	110199	CHEESE PROCESS REG LVS-6/5 LB	500411	4100245900	1	4000012450	20	6/20/24	5/15/24	5/5/25	8/20/24	END						0

File details come from the government source that posted it. Updated Jan 16, 2025.