Delivery And Invoicing Instructions.docx

Preparation For Delivery

All material must be shipped to U.S. Coast Guard Surface Forces Logistics Center, 2401 Hawkins Point Road, Receiving Room- BLDG 88, Baltimore, MD, 21226 for this Purchase Order. Material must be accompanied by an itemized packaging list securely attached to the outside of the shipment.

All packing lists shall cite the Purchase Order Number with the packaging in such a manner to ensure identification of the material provided.

Material shall be packed for shipment using Military Packaging, for examples in packaging please reference MIL-STD-2073-1E. Material must be packaged in such a manner as to afford adequate protection to the item against corrosion, deterioration, and physical damage during shipment from the supply course to Surface Forces Logistics Center locations.

Packaging shall provide adequate protection for warehouse storage and shipments from the warehouse.

All material shall be marked in accordance with MIL-STD-129R and barcoded unless otherwise authorized by the Contracting Officer. All material will have the Purchase Order Number, National Stock Number (if applicable), Vendor name and Part Number clearly marked on the exterior of all material shipped.

All Deliveries are to be made Monday through Friday between the hours of 7:00AM to 1:00PM.

Please make sure that any changes in Delivery Timeframes or tracking information get sent to D05-SMB-SFLC-CPD-CP3-SAP-ADMIN@uscg.mil.

Invoicing In IPP

It is now a requirement that all invoicing for Purchase Orders will now be entered and processed through https://www.ipp.gov.

If you do not have an USCG Yard IPP account to invoice using a blank form please send the below information to D05-SMB-SFLC-CPD-CP3-SAP-ADMIN@uscg.mil.

· Entity Name

· Unique Entity ID (New 12 Character Alpha-Numeric ID that replaced duns in SAM’s)

· The POC for invoicing including email and phone number

Once you have an account set up you will have to submit a Non-PO invoice to the Payer SFLC-Yard in IPP. This is because our system is unable to upload the PO into the system like the rest of the Coast Guard.

To submit a Non-PO invoice please use the below directions:

Submitting an Invoice:

1. Once logged in IPP Collectors will see a tab at the top that states Invoices, select that

2. In Invoices Collectors will see 3 buttons, click the Create Invoice button

3. Under Type Collectors need to select Blank Form

4. Under Payer Name all Collectors should see Coast Guard SFLC-Yard, select that

5. Agency and Bill To Address will Auto Fill

6. Select the Template Non-PO Based Invoices

7. Click OK

8. On the Next Page Collectors need to complete the following information from the PO

· Invoice Number

· Payment Terms (Net 30)

· PO Number and Contract Number will both use the PO number for the order (This is for SAP orders only).

· Buyer Contact Info

· FOB Terms (Destination unless otherwise stated)

· For the Part number enter the line item it is from the Purchase Order

· For the Description enter the NSN from the PO (XXXX-XX-XXX-XXXX) or 1st line of the description from the line item if it’s a service

· Enter the Unit Price, quantity and Unit of Measurement (For example EA or PG).

· If it is a service provided please ensure the Period of Performance is entered and valid.

· Then click the box of the left for each line you entered.

9. Click Save as Draft in the Top Right (If you are not done entering info)

10. Click Submit in the Top Right *Note: Per Fincen you do not have to attach your invoice to IPP.

If you encounter any errors or questions when submitting invoices in IPP for this order please contact D05-SMB-SFLC-CPD-CP3-SAP-ADMIN@uscg.mil.