DMA mandatory invoice requirments.pdf
PDF 86 KB Posted
- Solicitation number
- QQ-128705
- Issued by
- Northampton County, Virginia
About this file
This document outlines the mandatory invoice requirements and submission policies established by the Virginia Department of Military Affairs (DMA) for payment processing. The DMA requires all vendors submitting invoices for completed goods and services to include 15 specific mandatory items on each invoice, including vendor identification information, invoice and contract details, job location address, service or delivery date, payment terms, itemized descriptions with quantities and unit prices, and the total amount owed. The related contract opportunity involves the procurement of two smoke machines and two gallons of fluid for Fort Pickett Fire services in Virginia.
All invoices must be submitted to the appropriate DMA agency point of contact within 365 days of completion or delivery of goods and services. Invoices submitted beyond the one-year timeframe are subject to DMA's right to require additional verification of purchase orders, delivery dates, and other documentation as deemed necessary. If DMA has made multiple unsuccessful contact attempts with the vendor within 365 days after goods or services have been received, the agency may decline payment obligations. Any payment consideration after 365 days remains contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA is not obligated to remit payment. This policy is effective as of July 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| Quick Quote Smoke Machines.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
File details come from the government source that posted it. Updated .