DMA mandatory invoice requirements.pdf
PDF 86 KB Posted
- Attached to
- FY26 Overhead Door Repair
- Solicitation number
- QQ-127820
- Issued by
- Bedford County, Chatham Town, Virginia
About this file
This is a mandatory invoice requirements document issued by the Department of Military Affairs (DMA) for Virginia that establishes standardized submission protocols for vendor payment requests. The document outlines 15 required elements that must appear on all invoices submitted for payment, including vendor identification information (name, address, phone number, and point of contact), invoice details (date and number), contract reference information (contract number and order date), job specifications (job number and complete job location address), service delivery dates, payment terms, and itemized descriptions of all goods and services with quantities, unit prices, and line totals. All invoices must also include the total amount owed and identify the individual who ordered the service where applicable.
The DMA invoices submission policy establishes a 365-day deadline for vendors to submit invoices following completion or delivery of goods and services, after which payment consideration becomes subject to verification of available cash, appropriations, and allotments. Invoices submitted beyond the one-year threshold require additional verification of purchase orders and delivery dates, and vendors who cannot be contacted within 365 days after service completion may forfeit payment eligibility. If sufficient funding is no longer available at the time of late submission, DMA is not obligated to remit payment. This policy became effective on July 27, 2026, and applies to the FY26 Overhead Door Repair project at Cedar Bluff, Virginia.
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Other files
| File | Type | Posted |
|---|---|---|
| General terms and conditions 2026.pdf | ||
| QQ Overhead door 2026.docx | DOCX document |
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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
File details come from the government source that posted it. Updated .