DMA mandatory invoice requirments.pdf
PDF 86 KB Posted
- Attached to
- Structural Fire Gear
- Solicitation number
- QQ-128617
- Issued by
- Virginia
About this file
This document outlines the mandatory invoice requirements and submission policies for the Department of Military Affairs (DMA) in Virginia for payment processing of completed goods and services. All invoices submitted to DMA must include 15 specific required items: vendor name, address, and phone number; point of contact; invoice date and number; contract number if applicable; order date; ordering individual; job or work order number; complete physical address of job location; service or delivery date; payment terms; itemized services or supplies with quantity, description, and unit price; and total amount owed. These requirements apply across all procurement categories, including the current structural fire gear opportunity involving turnout gear pants and coats, gloves with gauntlet cuffs, and particulate hoods with Nomex Nano Flex components.
DMA requires all invoices for completed goods and services to be submitted within 365 days of completion or delivery. Invoices submitted beyond the one-year window are subject to agency verification of purchase orders, delivery dates, and other supporting documentation at DMA's discretion. If DMA makes multiple unsuccessful contact attempts with a vendor within 365 days following completion or receipt of goods and services, the agency may decline payment obligation. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are unavailable, DMA will not be obligated to remit payment. This policy became effective July 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| General Terms Conditions.pdf | ||
| Quick Quote Fire Gear.pdf |
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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 .