Attachment O Bi-Monthly Storage Invoice.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- FNS Storage and Distribution Services Federal contract opportunity
- Solicitation number
- 12-3198-25-R-0010
About this file
This file is a template for a Bi-Monthly Storage Invoice (Attachment O) that contractors must submit to report storage activities for USDA Food and Nutrition Service commodities. The template requires detailed reporting twice per month - first period covering 1st-15th of the month due by noon EST on the 16th, and second period covering 16th through month-end due by noon EST on the 1st of the following month.
The Excel template requires specific header information including contractor details, contract numbers, and WBSCM Ship To numbers, followed by line-item data sorted by program (CSFP or FDPIR), material codes, and warehouse lot numbers. Key required fields include commodity descriptions, PO/PR numbers, receipt dates, case balances, pallet counts, storage CLINs, and storage rates. Supporting documentation must include inbound/outbound Bills of Lading with carrier signatures, pallet counts, and recipient agency details. Reports must be submitted via email to the CO and COR, with a combined monthly invoice uploaded to an electronic shared folder by the 7th working day of the following month.
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Information
| Attachment O: Bi-Monthly Storage Invoice as of | 1st (1st-15th) or 2nd (16th to EOM) |
| Information |
| Email Due Dates: | Bi- Monthly Storage Invoice for Reporting Period 1st day through midnight on 15th day of month is |
| due the 16th calendar day of the month by noon Eastern Standard Time (EST) (2 weeks of reporting). | |
| If the 16th day of the month falls on a weekend or federal holiday, then report is due by noon EST the next business day. | |
| Note: 1st reporting period will be used for informational purposes, not for billing. |
| Bi- Monthly Storage 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 (4 weeks of reporting; 2 periods). |
| 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: 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 version 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 | |
| Combined Bi-Monthly Storage Invoice submitted for the entire month | ||
| Due Date: | 7th Working Day After End of the Prior Month. | |
| 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. |
| Transactional information supporting Inventory positions for Attachment O Bi-Monthly Storage Invoice resides in Attachment N Bi-Monthy Transaction Report and Handling Invoice | |
| Reporting Period: | 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 O: Bi-Monthly Storage Invoice as of | |
| 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 4-50xxx (this will be provided at post award conference) |
| Note: All Invoices/Reports require Contractor's Certification in accordance with the PWS. | ||
| SORT SEQUENCE: | ||
| 1 | By program (CSFP or FDPIR) | |
| 2 | WBSCM Material Code and Commodity Description | |
| 3 | Warehouse Lot Number | |
| 4 | Invoice Period | |
| 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: | ||
| a | Name of Recipient Agency with WBSCM “Ship To #”; City, State and Zip Code located | |
| b | WBSCM Requisition Number | |
| c | Warehouse Lot number for each commodity ordered, with its corresponding | |
| inbound PO and PO line item numbers and PR numbers. | ||
| d | WBSCM Material Code and Commodity Description | |
| e | Number of units/cases for each lot shipped | |
| f | Signature of carrier with date carrier accepts load from contractor’s facility | |
| g | WBSCM RA's Regular Scheduled Delivery Date (RSDD) | |
| h | Signature of Recipient Agency with date commodity was received notating any over, short and damaged commodities | |
| i | Total gross weight for shipment and total number of pallets outbound | |
| 4 | Copy of applicable emails. |
Specific Data Req Attachment O: Bi-Monthly Storage Invoice as of
SPECIFIC DATA REQUIRED: NOTE: The Excel file should be named "Attachment O: Bi_Monthly Storage Invoice_yyyy". A tab should be created for each month and labeled accordingly. Each tab will contain information from both the 1st and 16th billing periods for that month. Cell I1 on the template should also list the month being reported.
| 1 | WBSCM Program | |
| 2 | WBSCM Material Code | |
| 3 | WBSCM Commodity Description | |
| 4 | Warehouse Lot Number | |
| 5 | WBSCM PO Number | |
| 6 | WBSCM PR Number | |
| 7 | Receipt Date | |
| 8 | Manufacturing Date | |
| 9 | BIUB Date | |
| 10 | Month | |
| 11 | Invoice Periods | 1st or 2nd |
| 12 | Case Balance | Case count total ending midnight 15th or midnight last day of month |
| 13 | Billing Number of Pallets | Pallet count total ending midnight 15th or midnight last day of month (rounding up to full pallet) |
| 14 | Storage Clins (3, 4 or 5) | |
| 15 | Storage Rate per Pallet | Half month storage rate (24 periods per year) |
| 16 | Storage Amount | 1st or 2nd |
| 17 | Totals Page: | |
| Storage Amount and Number of Billed Pallets Totals by program for Clin 3, Clin 4, and Clin 5 | ||
| Grand Total by Program for Storage Amount and Number of Billed Pallets |
Bi-Monthly Storage Invoice Attachment O: Bi-Monthly Storage Invoice Report YYYY_Month
| Half-Month | |||||||||||||||||
| WBSCM | WBSCM | Warehouse | WBSCM | WBSCM | WBSCM | WBSCM | Billing | Storage | Storage | ||||||||
| WBSCM | Material | Commodity | Lot | PO | PO | PR | PR | Receipt | Manufact | BIUB | Invoice | Case | Number | Clins | Rate per | Storage | |
| Program | Code | Description | Number | Number | Line Item | Number | Line Item | Date | Date | Date | Month | Periods | Balance | Pallets | 3, 4, or 5 | Pallet | Amount |
| CSFP | 100306 | BEANS GREEN CAN-24/300 | 160009 | 4100030133 | 250 | 4000011771 | 250 | 12/6/24 | 6/9/24 | 6/9/26 | 1st | 1,620 | 16 | 3 | |||
| CSFP | 100311 | CORN WHOLE KERNEL CAN-24/300 | 159878 | 4100030129 | 1810 | 4000011771 | 1810 | 12/4/24 | 6/4/24 | 6/4/26 | 1st | 1,530 | 18 | 3 | |||
| CSFP | 111691 | CEREAL TOASTY O'S 1440 PKG-12/14 OZ | 160260 | 4100030363 | 150 | 4000011828 | 150 | 12/12/24 | 11/13/24 | 11/13/25 | 1st | 1,440 | 48 | 3 | |||
| FDPIR | 100333 | TOMATO SAUCE CAN-24/300 | 160197 | 4100030540 | 30 | 4000011834 | 30 | 12/11/24 | 7/11/24 | 7/11/26 | 1st | 1,530 | 15 | 3 | |||
| FDPIR | 100897 | ORANGE JUICE PLST BTL-8/64 FL OZ | 160364 | 4100030663 | 60 | 4000011843 | 60 | 12/16/24 | 11/16/24 | 7/16/25 | 2nd | 1,025 | 21 | 3 | |||
| FDPIR | 111771 | OIL EXTRA VIRGIN OLIVE BTL-6/16.9 FL OZ | 159989 | 4100030507 | 1170 | 4000011630 | 90 | 10/23/24 | 9/5/24 | 9/5/25 | 2nd | 3,360 | 24 | 3 |
File details come from the government source that posted it. Updated .