SOP_NUMBER: 406.12-att-7
TITLE: Instructions for New GDC Invoice for All Inmate Details
REFERENCE_CODE: IVG01-0017
DIVISION: Administrative & Finance
TOPIC_AREA: 406 Policy-Administration and Finance
EFFECTIVE_DATE: 2018-03-23
WORD_COUNT: 428
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/346286
URL: https://gps.press/sop-data/406.12-att-7/

SUMMARY:
This document provides step-by-step instructions for GDC facilities on how to complete and submit monthly invoices for inmate detail work performed. It covers invoice creation, data entry requirements, billing rates, and submission procedures to ensure proper tracking of revenue from inmate detail services. Invoices must be sent to the central office Accounts Receivable department for payment processing.

KEY_TOPICS: inmate details, invoicing, billing, revenue, inmate labor, detail work, monthly invoice, accounts receivable, payment processing, facility billing, invoice submission

ATTACHMENTS:
  1. Accounts Receivable Form
     URL: https://gps.press/sop-data/406.12-att-1/
  2. Payment on Receivable Form
     URL: https://gps.press/sop-data/406.12-att-2/
  3. Direct Journal Entry Form (Attachment 3)
     URL: https://gps.press/sop-data/406.12-att-3/
  4. Revenue Accounts Reference Sheet for Georgia Department of Corrections
     URL: https://gps.press/sop-data/406.12-att-4/
  5. Receipt of Revenue Logsheet
     URL: https://gps.press/sop-data/406.12-att-5/
  6. Inmate Detail Invoice Template (Attachment 6)
     URL: https://gps.press/sop-data/406.12-att-6/
  7. Instructions for New GDC Invoice for All Inmate Details
     URL: https://gps.press/sop-data/406.12-att-7/

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SOP 406.12
Attachment 7

3/23/18
# **INSTRUCTIONS FOR NEW GDC INVOICE FOR ALL INMATE DETAILS**

## **BEGIN USING - FY17 JULY INVOICE (billing for July 2016 work)**


1. Open the invoice file
2. Then at the FILE menu click “SAVE AS” and type the detail name to your computer.


_Example_ : CITY OF ALBANY INVOICES FY17


3. There are sheets (tabs at the bottom) for each month’s invoice. Go to the July FY17 tab and create

invoice for detail.
4. Input the invoice number (The invoice number is the item ID number) Example 1722607JUL
5. Tab down to the DATE field - enter today’s date
6. Tab down to the TO: section and complete
7. Tab until you reach the FACILITY NAME field and enter your facility name, tab to FACILITY CONTACT

and put contact name. Tab to FACILTY PHONE NUMBER and put your facility’s phone number.
8. Tab to the DETAIL NAME field and enter the detail name – example “City of Albany”
9. Tab to the INVOICE FOR MONTH OF field and enter the month you are invoicing – example

07/01/2016(for July)
10. Tab to the ITEM # field and insert the ITEM ID they are to pay, example 1722607JUL
11. NOTE if the original monthly rate is different from that one on the form, please change. There are

only a few details with a different rate.
### 12. Tab down to the second line under QTY and add how many days out they had that month after the

first 15 days allowed have been reached, tab over to the unit price and most cases it will be $189.90.
There are a few details that are $94.95 per day.
13. Check over all the information. And click “Save”.
## **14.Print the invoice and mail(or scan the invoice and mail to customer - DO NOT SEND** **THE ENTIRE SPREADSHEET ) Also, send a scanned copy via email to** **angela.grigory@gdc.ga.gov andsuzanne.brooks@gdc.ga.gov** THIS IS VERY IMPORTANT. YOUR INVOICE WILL LET US KNOW WHAT
### **CHECKS TO BE EXPECTING FROM CUSTOMERS. This replaces the Revenue Log sheet for** **receivable payments only.** *******NOTE: The remit to address is the central office address. *******

    - The payments will be sent directly to the central office.
**Ga Department of Corrections**
**Attn: AR - Ponder Hall, 2nd Floor**
**PO Box 1529**
**Forsyth, Georgia 31029**

    - Accounts Receivable personnel at the Central Office will prepare the Payment on Receivable form and
process check/payment when it arrives.

    - At the end of the month, Accounts Receivable personnel will send a list of what has been paid for that
month for your records.


Retention Schedule: This attachment shall be utilized per the SOP until obsolete or revised.