DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER FIRST PEOPLE & CULTURE STRATEGIC ENGAGEMENT FINANCIAL STEWARDSHIP PROCESS EXCELLENCE

Resolving Issues with 

Orders:

Delays in Being Paid
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• Normal Payment Timeline

• Acceptance

• Discrepancies

• Top 10 Reasons for Payment Delay

• Best Practices

• Helpful Websites 

• Points of Contact 

Overview
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Payment is made based on the latter date of the receipt of a 

valid invoice or Government acceptance.

Normal Payment Timeline
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Acceptance is based on: 

• Material 

• Quantity 

• Price

• Receipt Location

• Shipping, Packaging, Marking Requirements

• Receiving Documents

Everything must match the contract

Acceptance
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A Post Award Request [PAR] must be submitted via DIBBS 

(https://www.dibbs.bsm.dla.mil) in order for your assigned Post 

Award Contract Administrator to take action. Do not contact the 

administrator listed on in Block 6 of the award directly:

Discrepancies
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Discrepancies/Issues generate a Quality Notification(QN) or a 

Supply Deficiency Report (SDR).

When an issue is reported, the QN will go to the Post Award 

Quality Notifications Team to define and determine the extent of 

the problem and seek a solution depending on the type of issue.

The QN Team and the Resolution Specialist (RS) work together to 

investigate and the RS processes the final disposition on how the 

issue will be remedied.

Discrepancies
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10. Non-conformance to heat treatment requirement for 

wood packing materials. Since 2007, all wood packing 

materials require a stamp certifying heat treatment 

(DLAD clause 52.247-2012)

Top 10 Reasons for Payment Delay
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10. Non-conformance to heat treatment requirement for 

wood packing materials. Since 2007, all wood packing 

materials require a stamp certifying heat treatment 

(DLAD clause 52.247-2012)

9. Incorrect item received

Top 10 Reasons for Payment Delay
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10. Non-conformance to heat treatment requirement for 

wood packing materials. Since 2007, all wood packing 

materials require a stamp certifying heat treatment 

(DLAD clause 52.247-2012)

9. Incorrect item received

8. Wrong CLIN on shipping documents or invoice 

Top 10 Reasons for Payment Delay
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7. Material not received in acceptable condition (i.e. 

damaged, other quality issues)

Top 10 Reasons for Payment Delay
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7. Material not received in acceptable condition (i.e. 

damaged, other quality issues)

6. Quantities on shipping documents or the invoice do not 

match quantities in shipment

Top 10 Reasons for Payment Delay
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7. Material not received in acceptable condition (i.e. 

damaged, other quality issues)

6. Quantities on shipping documents or the invoice do not 

match quantities in shipment

5. Material shipped to the wrong depot

Top 10 Reasons for Payment Delay
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4. No documentation received with shipment (MIL-Std-129R 

requires a copy of the receiving report be sent with the 

shipment unless otherwise noted in contract) or without 

Government inspection and acceptance for I&A Source 

contracts

Top 10 Reasons for Payment Delay
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4. No documentation received with shipment (MIL-Std-129R 

requires a copy of the receiving report be sent with the 

shipment unless otherwise noted in contract) or without 

Government inspection and acceptance for I&A Source 

contracts

3. Electrostatic Device received in non-compliant ESD 

packaging (not meeting QPL 81705) 

Top 10 Reasons for Payment Delay
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4. No documentation received with shipment (MIL-Std-129R 

requires a copy of the receiving report be sent with the 

shipment unless otherwise noted in contract) or without 

Government inspection and acceptance for I&A Source 

contracts

3. Electrostatic Device received in non-compliant ESD 

packaging (not meeting QPL 81705) 

2. Incorrect Quantity Unit Pack or Unit of Issue 

Top 10 Reasons for Payment Delay
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# 1 Reason Why Payments Are Delayed:

Material received with incorrect or missing MIL-STD129R 

labels (Missing Shelf Life, Unit of Issue, Contract Number or 

other required information)

Top 10 Reasons for Payment Delay
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• Contact your Contract Administrator before shipping if 

there is anything in the award that you are unsure about

• Submit a Post Award Request [PAR] via DIBBS. 

https://www.dibbs.bsm.dla.mil

• Maintain up-to-date point of contact information in the 

System for Awards Management (SAM.gov)

Best Practices
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• Retain and make available Proof of Delivery (Carrier 

Tracking) information 

• Recommend placing shipment commercial tracking 

numbers in Wide Area Work Flow (WAWF) Receiving 

Report

Best Practices
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• http://assist.daps.dla.mil/ - copies of Military Standards 

including MIL-STD-129R and MIL-STD-2073-1D, MIL-PRF 

81705E and QPL-81705 for approved ESD requirements 

and materials

• https://pieetraining.eb.mil/wbt/ – online training for 

WAWF

Helpful Websites 
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• http://www.dla.mil/Portals/104/Documents/Information

Operations/EBS%20Supplier%20Information/Post%20Aw

ard%20Requests%20(PARs)%20in%20DIBBS_Nov15.pdf –

for assistance with creating PARs in DIBBS

• http://www.dla.mil/HQ/InformationOperations/Business

/EBSSupplierResources.aspx – the Supplier Information 

Resource Center

Helpful Websites 
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John Hamilton

John.k.hamilton@dla.mil

DLA Land and Maritime Quality Notification Inquiry 

DLALand.MaritimeQNInquiry@dla.mil

Points of Contact 
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Questions?