The Payment Services Section is responsible for processing invoices for payment for the purchases of materials, goods and supplies for the City of Los Angeles.
SMS PAYMENT PROCESSING REQUIREMENTS
What is required?
The City requires that specific information be included on every invoice submitted for payment. Failure to include this information will delay the payment process.
SMS Order Numbers - When an order is placed, Departments have been instructed to provide all vendors with an SMS order number. Failure to obtain an SMS order number results in payment delays. Stores Multi-use Form (SMUF) numbers and MMS numbers should NOT be accepted in place of SMS numbers. SMS numbers begin with zeroes not alpha characters (e.g. 0000123456 not Y123456).
When submitting Invoices to the Payment Services Section, the order number must be referenced on the Invoice.
Correct Pricing - Contract pricing or quoted pricing for non-contract purchases should be reflected on the Invoice. The invoice should match the same unit of measure reflected on the contract, i.e. lbs, gal, ft, inches. Discrepancies will cause payment delays.
Additional Charges - Additional charges such as freight or delivery, if applicable, must be quoted at the time the order is placed. Invoices with Freight Charges exceeding $75.00 must be accompanied with freight bill documentation; otherwise payment process will be delayed until the freight bill is provided. If additional charges are included on the invoice and not reflected on the SMS order, delays will likewise occur.
Partial Shipments - If partial quantities are shipped, invoices should only reflect the quantity shipped.
It should be noted that before an invoice can be processed for payment, items must be received and accepted by City personnel electronically into the People Soft System.
In addition to providing accurate and complete information on invoices, the City requires that every supplier doing business in the City obtain a Business Tax Registration Certificate or a Supplier Registration Number. Payment to suppliers not complying with this requirement will be delayed until the information is provided.
Where to send Invoices
All invoices for SMS orders should be sent to:
SMS Payment Services Section
Piper Technical Center
555 Ramirez St. Suite 312
Los Angeles, CA 90012
The Department of General Services is committed to providing fast and efficient response for processing payment for items purchased. With your cooperation in providing the required information on every invoice, we can achieve our goal of processing payments within agreed upon payment terms.
Thank you in advance for your cooperation in assisting the City in meeting its goals.