DMA Inv Req 2026.pdf
PDF 177 KB Posted
- Attached to
- Fort Pickett Fire Dept - Human Patient Simulator
- Solicitation number
- QQ-128611
- Issued by
- New Kent County, Virginia
About this file
This document is a mandatory invoice submission requirements document issued by the Department of Military Affairs (DMA) for the Commonwealth of Virginia, effective July 27, 2026. The requirements establish comprehensive guidelines for all vendors submitting invoices for payment of completed goods and services. Vendors must include 15 specific items on every invoice, including vendor identification information (name, address, phone number, point of contact), invoice details (date and number), contract reference number (eVA #), order date, ordering individual, job/work order number, complete physical address of job location, service or delivery date, payment terms, itemized line-item details with quantities and unit pricing, and total amount owed.
DMA requires all invoices for completed goods or services to be submitted to the appropriate agency point of contact within 365 days of completion or delivery. Invoices submitted beyond the one-year deadline are subject to agency verification requirements and may require additional documentation. If DMA has made multiple unsuccessful attempts to contact a vendor within 365 days following completion of goods or services, the agency may decline payment obligation. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if insufficient funds remain available, DMA is not obligated to remit payment to the vendor.
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Other files
| File | Type | Posted |
|---|---|---|
| Quick Quote Human Simulator.pdf | ||
| General Terms & Conditions.pdf |
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DMA Mandatory Requirements for Valid Invoice Payment Submission
DMA requires all invoices to include each of the below items on any invoice to be submitted for payment. Any invoice not including all the required items will be considered as invalid.
All invoices are required to provide the following details:
1. Vendor Name
2. Vendor Address
3. Vendor Phone Number
4. Point of Contact (i.e., salesperson name)
5. Invoice Date
6. Invoice Number
7. Contract #, if applicable (i.e., eVA #)
8. Order Date
9. Individual who ordered service, if applicable
10. Job # (i.e., work order #)
11. Complete Address of Job Location (must include complete physical address)
12. Date of Service or delivery
13. Payment Terms (i.e., net 30)
14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)
15. Total Amount Owed
DMA Invoices submission Policy:
All invoices for payment of completed goods/services must be submitted to the appropriate agency POC within 365 days of completion of goods/services.
The Agency reserves the right to require verification of PO (including all details below), delivery date of goods/services & any additional verification deemed necessary for invoices submitted beyond 1-year (365 days) from completion/delivery date.
If DMA has made multiple unsuccessful attempts to contact the vendor within the past 365 days after goods/services have been completed/received as ordered, the agency may not be obligated to issue payment. Any payment consideration after 365 days is subject to certification of available cash, appropriations, and allotments before disbursement. If sufficient cash, appropriations, or allotments are no longer available, DMA will not be obligated to remit payment to the vendor.
Effective date 27 July 2026
| DMA Mandatory Requirements for Valid Invoice Payment Submission |
| All invoices are required to provide the following details: |
| 11. Complete Address of Job Location (must include complete physical address) |
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