Introduction

LaShawne Brown – Contracting Officer - Specialty Crops Procurement 

Division – Fruit & Tree Nut Branch - Dried Fruit, Dried Fruit and Nut Mix, 

Tree Nuts, Bottled and Frozen Juice, Quarterly Canned Fruit) 

Carol Givens-Verser – Agricultural Marketing Specialist - Specialty Crops 

Procurement Division – Vegetable and Pulse Branch (Soup and Tomato 

Products)
Invoices

The Process:

ASN:

• Contractor shall enter a WBSCM advanced shipment notice (ASN) on or before the date of 

shipment

• Contractors are encouraged to create the ASN for the purchase order item number as soon as a 

delivery appointment has been scheduled, but not less than 24 hours

• The Contractor must provide accurate information when creating the ASN. The ASN provides an 

alert to the appropriate recipient agency that the product will be shipped for a sales order

• When you enter the ASN please ship the product – the recipient and end user are expecting it
Supporting Documentation: 

A. Proof of product conformance—as required in the applicable 

commodity specifications document or solicitation—such as:

(i) Official checkloading certificate(s), and/or

(ii) Certificate of Analysis (COA), and/or

(iii) Certificate of Conformance (per FAR Clause 52.246-15), and/or

(iv) AMS Commodity Inspection Certificate or Graders Memorandum

B. Any waiver request granted by the Contracting Officer, if applicable
Supporting Documentation (con’t.)

C. The Contracting Officer reserves the right to specify any combination of

documents listed above to evidence proof of product conformance

D. Bill of Lading/Proof of Delivery (PO/LI #, SO#, Ship to location, Recipient Signature, Number 

of Cases Received (notated damages/overages/shortages) and Date Received

Approval Examples:

Perfect Invoice to be (Auto Approved) Imperfect Invoice (Pending Approval)

• Advanced Shipping Notification (ASN) 

and the Goods Receipt quantities match.

• Delivery Date is within the NLT date.

• Example:

 ASN: 1,620 cases

 GR Quantity: 1,620 cases

 Date Received: 1/20/2022

• (Delivered within NLT) date.

• ASN and the Goods Receipt quantities don’t 

match.

• Date Received is outside the NLT date.

• Example:

 ASN: 1,620 cases

 GR Quantity: 1,619 cases

 Date Received: 1/16/2022

• (Delivered outside the NLT) date.
What’s New: 

LQ Feature

Domestic Shipments now 

provides vendors with new fields 

during shipment confirmation to 

speed up the invoice & approval 

process. This process is helpful 

when there are shortages or 

overages, late deliveries, or 

when shipped vs delivered 

quantities don’t match.

•Actual Receipt Received Quantities

• Accept Liquidated Value 

Adjustments (LIQ)
SF-30’s and Invoicing:

• SF-30 issued to extend NLT

• SF-30 issued to change price 

(discount or upward 

adjustment)

DO NOT SUBMIT AN INVOICE UNTIL A 

FULLY EXECUTED SF-30 IS RETURNED 

TO YOU

FULLY EXECUTED - SIGNED BY THE CO

If invoiced prior to any changes:

• We cannot modify delivery dates in WBSCM – results in 

liquidated damages

• We cannot modify prices in WBSCM – results in 

miscellaneous adjustments

• Creates additional administrative actions – results in delayed 

vendor payment
Happy Path to 

successful 

submission and 

approval: Follow all steps required in WBSCM 

Submit all required documentation

Review quantities and liquidated damages (if applicable)

Ensure POD/BOL is signed, dated and includes quantity 

received and noted damages (if applicable)

DO NOT SUBMIT AN INVOICE UNTIL A FULLY 

EXECUTED SF-30 IS RETURNED TO YOU
Resources:

If you need any assistance on the eINV process, 

please reach out to your assigned Contract 

Specialist or the WBSCMAMSHelpDesk@usda.gov

Video:

How to Modify a Goods Receipt and Submit an 

Electronic Invoice - YouTube

https://www.youtube.com/watch?v=A3eYN_vO72I