Invoice Instructions: PE 01 05 (Local Active Monitoring)

To ensure timely processing and payment of invoices related to PE 01 05 (Local Active Monitoring), all vendors and service providers must adhere to the following documentation and submission standards. Failure to follow these requirements may result in delayed approval or the return of the invoice for correction.

1. Required Invoice Details

Each invoice submitted under the PE 01 05 classification must contain the following specific information. If any of these fields are missing, the invoice will be flagged for non-compliance:

• Legal Entity Name: The full registered name of your company.
• Purchase Order (PO) Number: Must match the PO issued for the Local Active Monitoring project.
• Invoice Date: The date the invoice was generated.
• Unique Invoice Number: Each invoice must have a sequential, non-repeating number.
• Service Period: Clearly state the start and end dates of the monitoring services provided.
• Project Code: Must explicitly reference "PE 01 05".

2. Description of Services

In the line-item description, provide a clear breakdown of the activities performed during the billing cycle. For Local Active Monitoring, include:

• Specific monitoring locations or assets covered.
• Frequency of monitoring reports submitted during the period.
• Total hours or flat-fee milestones completed according to the original agreement.

3. Supporting Documentation

Invoices for PE 01 05 projects often require supporting documentation to justify the charges. Please attach the following when submitting your invoice:

4. Submission Procedure

All invoices must be submitted electronically to the designated accounts payable department. To prevent technical processing errors:

• Submit all invoices as PDF attachments.
• Use the subject line format: Invoice - [Your Company Name] - PE 01 05 - [Invoice Number].
• Ensure that the invoice and supporting documentation are contained within a single file or a clearly labeled folder.
• Do not mail paper invoices unless specifically requested by your contract manager.

5. Payment Terms and Inquiries

Standard payment terms for PE 01 05 services are Net 30 days from the date of receipt of a valid, error-free invoice. If you need to check the status of a payment or if you have questions regarding the classification of your invoice, please contact the finance department via the official project email address. Please include your invoice number and the project code (PE 01 05) in all correspondence to expedite the response.

6. Common Reasons for Rejection

To ensure a smooth payment cycle, please avoid these common errors:

• Using an incorrect or expired Purchase Order number.
• Failing to include the PE 01 05 project code.
• Submitting an invoice that does not match the milestones defined in the original contract.
• Providing insufficient detail regarding the work performed.
• Submitting invoices more than 60 days after the service period has concluded.