SECTION III 1. INVOICING INSTRUCTIONS FOR SHIPMENTS TO OVERSEA EXCHANGES For merchandise shipped outside the continental United States, the Army and Air Force Exchange Service (AAFES) requires an invoice in three copies to be distributed as listed below. Do not mail any other invoice copies unless specifically requested. Original (Supported with proof of shipment or contractor's certification of shipment in lieu thereof.) Two copies marked DUPLICATE (without proof or certification of shipment) 2. Mail to: Army and Air Force Exchange Airmail direct to the oversea receiving Show the corresponding purchase order/delivery order line item number on the invoice. Prepare a separate number invoice for each purchase order/delivery order or part of an order. List the complete 10 digit purchase order or delivery order number on the invoice. Invoices for backordered items billed at a later date or for additional charges MUST NOT have the same invoice number and date as the original invoice. Label invoices for additional charges, "Additional Charge Invoice," cross reference the original invoice number and indicate reason for additional charges. When several invoices are to be mailed to one address at one time, use one envelope. 3. Shipment will be prepaid. If the delivery terms are FOB origin, add the shipping charges to the invoice for merchandise if possible. If not possible, submit a separate invoice for shipping charges, and cross reference the appropriate purchase order/delivery order number and merchandise invoice number. Support shipping charges, whether on the merchandise invoice or on a separate invoice, by stapling a copy of the original paid freight bill, carriers bill, or parcel post receipt behind the original copy of the invoice. 4. Proof of Shipment. An original proof of shipment or certificate of shipment in lieu thereof must be submitted with the original invoice at the time it is submitted for payment. Staple the proof of shipment document behind the original invoice. If a single proof of shipment document is used for several purchase orders or delivery orders, annotate the document with the individual purchase order or delivery order numbers, and indicate the number of pieces and weight applicable to each purchase order. The proof of shipment document and applicable invoice must be received together. Invoices received without acceptable proof of shipment will be returned for submission of such proof. The following is a list of acceptable proof of shipment documents: a. Original Bill of Lading, properly receipted by the carrier for all shipments made via railroad, Motor Carrier, Freight Forwarders, Steamship, or Air. b. Original express receipt signed or initialled by the express company. C. Original Post Office Forms 3817, or 3877-A, bearing cancelled postage of 5 cents per package. Do not insure our account unless specifically authorized. d. Original receipt signed by an AAFES authorized representative for any merchandise delivered by truck. 5. Certification of Shipment Instructions. a. Suppliers may elect to provide a certification of shipment for each invoice in lieu of furnishing proof of shipment. The certification is required on the original copy of the invoice only and should be affixed on the front of the last page of an invoice providing space permits and it is legible. Certification of shipment will not be accepted if affixed to reverse side of the invoice. When space on the front of the original invoice is inadequate, the certification must be accomplished by a separate document stapled behind the original copy of the invoice. b. The required wording for a Certificate of Shipment is shown below. Note that the certificate must indicate invoice number, purchase order/delivery order number, date of shipment, bill of lading number (indicate whether shipper's or carrier's number), bill of lading date, name of tarrier, number of cartons/cases, gross weight, signature, and title of an authorized representative of your firm. This information must be complete. FACSIMILE FORMAT FOR CERTIFICATE OF SHIPMENT This certifies that merchandise listed on our invoice, No.. was shipped in accordance with the terms and lbs. It is further certified that the original proof of shipment is in our possession and will be retained for a period of three years from date of shipment and upon written demand will be furnished the Army and Air Force Exchange Service. In the event we are unable to furnish required proof of shipment to support loss or damage claims, we hereby agree to reimburse AAFES for any loss or damage to this shipment without regard to which party would normally bear the risk of loss. 6. Date Signed Signature Printed or Typed Name Title Contractor invoices must indicate the contractor's name, address, the vendor number indicated on the order, a serial invoice number, the contract number, delivery order/purchase order number, line item number, item description, AAFES stock number and VRR number (if known) unit and extended cost price, unit and extended sell price and any applicable discounts, allowances and/or rebates. To preclude duplicate deduction of discounts the invoice should reflect discount terms only; deductions should not be made from the gross dollar amount of the invoice. 7. AAFES will make payment to the address shown on the invoice unless contractor: a. notifies HQ AAFES Accounts Payable of the new payment address and b. indicates the new payment address on each invoice. 8. Payment Terms. Payment terms will be computed from the vendor ship date specified on the order or the date of receipt of the invoice with the 10-digit purchase order or delivery order number indicated supported by proof or certificate of shipment, whichever is later. If proof or certificate of shipment is not received with the invoice, payment terms will be computed from the date both invoice and proof are presented to AAFES Accounts Payable. 9. Contact the Accounts Payable Branch, Headquarters Army and Air Force Exchange Service, P. O. Box 6290, Dallas, Texas 75222, telephone: (214) 330-2792 or (214) 330-3193, concerning any questions relative to the certificate of shipment or any other billing procedures for shipments destined for oversea exchanges. 96-385 O 77-4 |