An invoice is the document issued by the supplier to the Postal Service that provides a detailed list of products delivered or professional services rendered, with an account of all costs to be paid. Invoices may arrive in written and/or electronic form and are then processed by the CO. Not all individual deliveries will incorporate an invoice. For those deliveries of purchased items that do require an invoice, supplier invoices must be submitted before payment can be made, in accordance with Clause 4-1: General Terms and Conditions, Invoices (paragraph g) or Clause B-20: Invoices. Clause 4-1: General Terms and Conditions contains the basic terms and conditions for Postal Service contracts. Depending on the particular purchase, these terms and conditions may be modified or added to protect the interests of all parties and ensure the success of the purchase.
The supplier agrees that submission of an invoice to the Postal Service for payment is a certification that:
Invoices are submitted for each delivery and shipment, discussed in detail in Sections 4-2, Shipping, and 4-3, Receipt and Inspection. In accordance with Clause 4-1: General Terms and Conditions, Invoices (paragraph g) or Clause B-20: Invoices, to ensure prompt payment, an invoice must be submitted for each destination and each shipment. Each invoice must contain:
In accordance with Clause 4-6: Invoices (Professional Services), invoices that are submitted for the rendering of professional services must also contain and indicate the following additional information:
Minimum charges for portions of an hour may be allowed if discussed in the contract.
Depending on the product ordered or service rendered, certain invoices should contain additional detailed information regarding contract performance (e.g., work in progress). The CO will address such specific invoices in conjunction with the client and item manager, who have specific knowledge about particular items delivered and services rendered.
