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   <concept id="SGTNDWJE"
            ditaarch:DITAArchVersion="1.2"
            class="- topic/topic concept/concept ">
      <title class="- topic/title ">
         <ph props="autonumber" class="- topic/ph ">513.370-3</ph> Invoices.</title>
      <conbody id="i1889355" class="- topic/body  concept/conbody ">
         <ol id="d234e13" class="- topic/ol ">
            <li class="- topic/li ">
               <p id="d231e17" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(a)</ph>  If the contracting officer
uses these procedures, s/he must require the suppliers to immediately
submit properly prepared itemized invoices.</p>
            </li>
            <li class="- topic/li ">
               <p id="d231e26" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(b)</ph>  Upon
receipt of the invoice, the receiving office must take all the following
actions:</p>
               <ol id="d234e32" class="- topic/ol ">
                  <li class="- topic/li ">
                     <p id="d231e36" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>  Time-stamp the invoice
to indicate the date the invoice is received.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d231e45" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>  Verify
the accuracy of the invoiced amount.</p>
                  </li>
                  <li id="i1889360" class="- topic/li ">
                     <p id="d231e54" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(3)</ph>  Verify
that the supplies or services have been received and accepted. Whenever
possible, require that inspection and acceptance or rejection occur
within 7 calendar days of delivery or completion.</p>
                  </li>
               </ol>
            </li>
            <li class="- topic/li ">
               <p id="d231e65" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(c)</ph>  Before
certifying the invoice and forwarding it to the appropriate office,
the contracting officer or a designated representative must obtain
a certification of receipt and acceptance from the individual who
actually inspected and accepted the supplies or services.</p>
            </li>
            <li class="- topic/li ">
               <p id="d231e74" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(d)</ph>  Within 5 workdays after receipt
of the invoice or acceptance of the supplies or services, whichever
is later, forward the invoice stamped with the Certified Invoice
Stamp.</p>
               <ol id="d234e80" class="- topic/ol ">
                  <li class="- topic/li ">
                     <p id="d231e84" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>  Complete the accounting
information, received and accepted dates, taxpayer identification
number (TIN), type of business (e.g., corporation,
sole proprietorship/partnership, or other), certification,
and PEGASYS Document Number (PDN).</p>
                  </li>
                  <li id="i1889365" class="- topic/li ">
                     <p id="d231e93" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>  If
a Certified Invoice Stamp is not available, place the following
statement on the invoice along with the PDN number, accounting information,
TIN, and type of business.
(<b class="+ topic/ph hi-d/b ">Note</b>: In some organizations, the PDN number is determined
by a budget or executive office within the service or staff office.)</p>
                     <table frame="none" colsep="0" rowsep="0" class="- topic/table ">
                        <tgroup cols="3"
                                colsep="0"
                                rowsep="0"
                                outputclass="Signature"
                                class="- topic/tgroup ">
                           <colspec colnum="1"
                                    colname="1"
                                    colwidth="51*"
                                    colsep="0"
                                    class="- topic/colspec "/>
                           <colspec colnum="2"
                                    colname="2"
                                    colwidth="8*"
                                    colsep="0"
                                    class="- topic/colspec "/>
                           <colspec colnum="3"
                                    colname="3"
                                    colwidth="41*"
                                    colsep="0"
                                    class="- topic/colspec "/>
                           <tbody class="- topic/tbody ">
                              <row rowsep="0" class="- topic/row ">
                                 <entry namest="1" nameend="3" rowsep="1" class="- topic/entry ">
                                    <p class="- topic/p ">“I certify that
these goods and/or services were received on [Date] and accepted
on [Date]. An oral purchase was authorized and no confirming order
has been issued.”</p>
                                 </entry>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" rowsep="1" class="- topic/entry "/>
                                 <entry colname="2" rowsep="1" class="- topic/entry "/>
                                 <entry colname="3" rowsep="1" class="- topic/entry "/>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" rowsep="1" class="- topic/entry "/>
                                 <entry colname="2" rowsep="1" class="- topic/entry "/>
                                 <entry colname="3" rowsep="1" class="- topic/entry "/>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" rowsep="1" class="- topic/entry ">
                                    <p class="- topic/p ">Signature of Contracting/Ordering
Officer</p>
                                 </entry>
                                 <entry colname="2" rowsep="1" class="- topic/entry "/>
                                 <entry colname="3" rowsep="1" class="- topic/entry "/>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" rowsep="1" class="- topic/entry "/>
                                 <entry colname="2" rowsep="1" class="- topic/entry "/>
                                 <entry colname="3" rowsep="1" class="- topic/entry "/>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" rowsep="1" class="- topic/entry "/>
                                 <entry colname="2" rowsep="1" class="- topic/entry "/>
                                 <entry colname="3" rowsep="1" class="- topic/entry "/>
                              </row>
                              <row rowsep="0" class="- topic/row ">
                                 <entry colname="1" class="- topic/entry ">
                                    <p class="- topic/p ">Print name and telephone no.</p>
                                 </entry>
                                 <entry colname="2" class="- topic/entry "/>
                                 <entry colname="3" class="- topic/entry ">
                                    <p class="- topic/p ">Date invoice received</p>
                                 </entry>
                              </row>
                           </tbody>
                        </tgroup>
                     </table>
                  </li>
               </ol>
            </li>
         </ol>
      </conbody>
   </concept>
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