DMA Mandatory Invoice Requirements.pdf
PDF 177 KB Posted
- Attached to
- ClimateMaster HVAC Units
- Solicitation number
- QQ-127473
- Issued by
- New Kent County, Virginia
About this file
This is a mandatory invoice requirements document issued by the Virginia Department of Management and Analysis (DMA) that outlines the specifications for valid invoice submission and payment processing. The document establishes that all vendors submitting invoices for payment of completed goods or services must include fifteen mandatory details, including vendor name, address, phone number, point of contact, invoice and order dates, contract number (such as eVA reference), job number, complete job location address, service or delivery date, payment terms, itemized listing of services and supplies with quantities and unit prices, and total amount owed. The effective date of these requirements is July 27, 2026.
DMA's invoice submission policy 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 of purchase orders, delivery dates, and other documentation at DMA's discretion. If DMA has made multiple unsuccessful contact attempts with a vendor within the 365-day period following completion or receipt of goods or services, the agency may decline to issue payment. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA is not obligated to remit payment to the vendor.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| General Terms & Conditions PIM45.pdf | ||
| Special T&C HVAC Units.pdf | ||
| SOW ClimateMaster HVAC Units.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
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) |
File details come from the government source that posted it. Updated .