Proper Invoice Costs of goods or services should be negotiated prior to invoicing. DAS/State Procurement has issued instructions on the requirements for telephone and letterhead quotes. Most agencies have internal forms, which document these actions. A proper itemized invoice must be provided in accordance with the ORC section 125.01(B), which defines a proper invoice as being free from defects, errors, discrepancies, or other improprieties. It must include but may not be limited to: 1. Delivery of the commodity or performance of the service described in the order. 2. Date of the purchase or rendering of the service. 3. Itemization of the things done, material supplied, or labor furnished. 4. Sum due pursuant to the contract or obligation. 5. Vendor/provider name and address. 6. Buying agency name. If you receive an invoice that does not meet these requirements, you must send written notice of the defect or impropriety to the vendor within 15 days after receiving the invoice. If such notification of defect is sent, the required payment date shall be 30 after receipt of the corrected invoice. State Accounting will not accept invoices that have been altered for anything but Ohio Sales Tax, excise tax, erroneous freight charges, past due balances, or contract penalties. In accordance with ORC 126.30, all state agencies shall make prompt payment for any goods or services acquired from the contractor. The vendor should issue a credit memo to correct any billing errors. Upon receipt of a proper invoice, an agency must make payment within 30 calendar days. Statements which do not reflect itemized information are not acceptable. See OBM rule 126-301 on prompt pay for procedures regarding notification requirements for incorrect or invalid invoices. An attached contract does not take the place of a proper invoice. When invoices are bulky (e.g., Purolator, gasoline tickets, etc.), submit only a listing showing the amount to be paid. State Accounting examiners may request additional information (e.g., miscellaneous charges) for review.