Billing Requirements (July 2021).pdf
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- Attached to
- Roofing Systems Maintenance
- Solicitation number
- 6100065877
- Issued by
- York County, Pennsylvania
About this file
This is a billing requirements document from the Commonwealth establishing standardized invoicing procedures for state contractors. The document outlines mandatory invoice content requirements that all contractors must follow when submitting payments to Commonwealth agencies, unless the contractor has received specific authorization for alternative billing methods such as Evaluated Receipt Settlement or Vendor Self-Invoicing. Contractors are required to establish separate billing accounts with each using agency and invoice them directly, with each invoice itemized to match corresponding line items on the Purchase Order.
All invoices must include minimum information including vendor name and remit-to address with SAP Vendor number, SAP Purchase Order number, delivery address with Commonwealth agency name, detailed description of supplies or services delivered with purchase order line numbers, quantity provided, unit price, price extension, total price, and delivery date. Invoices that do not contain this minimum information will be returned as improper, which suspends payment processing until a correct invoice is received. The Commonwealth will not process payment for any services that do not align with agreed-upon Purchase Order prices, contract terms, updated price lists, or negotiated discounts.
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Text version
Billing Requirements (July 2021)
Unless the Contractor has been authorized by the Commonwealth for Evaluated Receipt Setlement or Vendor Self-Invoicing, the Contractor shall include in all of its invoices the following minimum informa�on:
- Vendor name and "Remit to" address, including SAP Vendor number;
- SAP Purchase Order number;
- Delivery Address, including name of Commonwealth agency;
- Descrip�on of the supplies/services delivered in accordance with SAP Purchase Order (include purchase order line number if possible);
- Quan�ty provided;
- Unit price;
- Price extension;
- Total price; and
- Delivery date of supplies or services.
If an invoice does not contain the minimum informa�on set forth in this paragraph, the Commonwealth may return the invoice as improper. If the Commonwealth returns an invoice as improper, the �me for processing a payment will be suspended un�l the Commonwealth receives a correct invoice. The Contractor may not receive payment un�l the Commonwealth has received a correct invoice.
Contractors are required to establish separate billing accounts with each using agency and invoice them directly. Each invoice shall be itemized with adequate detail and match the line item on the Purchase Order. In no instance shall any payment be made for services to the Contractor that are not in accordance with the prices on the Purchase Order, the Contract, updated price lists or any discounts nego�ated by the purchasing agency.
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