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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility:
Controller’s Division / Accounts Receivable
No. 1.2.11
Campus Invoicing
1.0 Purpose
To centralize invoicing and receivable tracking across campus and to ensure
that payments are mailed directly to the Cashier’s Office. The Cashier’s
office is the central collection point for payments on these invoices, and
should always have a copy of the invoice on hand.
2.0 Policy
When a department performs services or supplies products to an external
location, an invoice should be created using the campus invoice template created
by the Accounts Receivable Office. This invoice should be completed in its
entirety. One copy should be sent to the customer, and another copy must be
sent to Accounts Receivable (Room 2004, Kelly Administration Building) or
electronically via GroupWise to , with a copy retained in the departmental file. The
invoice clearly states that payment for this invoice should be remitted to the
Cashier’s Office address. Upon receipt of payment, it will be entered into
PeopleSoft Financials with the invoice number clearly entered into the journal
description field, and the check number entered into the reference field. This
information is visible on the Budget Transaction Detail Report and in PeopleSoft
Query.
3.0 Procedure
3.1 Responsibility: User
3.1.1 When invoicing for products or services,
prepare the invoice using the standard template located at
www.mcg.edu/Comptroller/InvoiceTemplate.pdf.
- Date: - Date of Invoice
- Invoice No.: - Invoice number
- Address lines: - Complete name and address of the department
providing service or product
- Phone: - Telephone number of the department
- Fax: - Fax number of the department
- Email: - E-mail address of responsible person in the department
- Customer Information To: - Customer name and billing address
- Customer Information Ship To: - Address where the goods/services are
supplied
- Account: - Account number in PeopleSoft Financials
- Fund: - Fund in PeopleSoft Financials
- Department: - Department in PeopleSoft Financials
- Program: - Program code (if any) in PeopleSoft Financials
- Class: - Class code in PeopleSoft Financials
- Project/Grant ID: - Project/Grant ID in PeopleSoft Financials
- Quantity: - Quantity of goods/services ordered
- Description: - Description of goods/services ordered
- Unit Price: - Price per unit of goods/services ordered
- Amount: - Number of goods/services ordered
- Subtotal: - Subtotal of Unit Price
- Shipping & Handling: - Cost of shipping and handling
- Total Due: - Total remit amount Due
3.1.2 Keep one copy of the invoice for your
files, as well as one copy mailed to the customer, and one copy sent to the
Cashier’s Office (Room 2004, Kelly Administration Building) or through
GroupWise ().
3.1.3 Preprinted return envelopes are available
for pickup at the Cashier’s office (Room 2004, Kelly Administration
Building), or Cashier’s Office will forward a requested amount of envelopes
upon request. This ensures that the payments will be received in the
Cashier’s office.
3.1.4 Payments remitted should include a copy
of the invoice, and should be made out to “MCG”. Please review your
PeopleSoft Chartfield through query or by running the Budget Transaction
Detail Report on a regular basis to track your received payments against
these invoices.
3.2 Responsibility: Accounts Receivable / Cashier’s
Office
Upon receipt of payment, it will be entered into PeopleSoft Financials with the
invoice number clearly entered into the journal description field, and the check
number entered into the reference field. This information is visible on the
Budget Transaction Detail Report and in PeopleSoft Query.
Date: 1
June 2005 | Rev. No: | Rev. Date: | No. 1.2.11 |