|Currently, there is no written collection policy in place. All actions are done on a verbal basis. The city bills the school, clinic and CE2 on a monthly basis. All customers pay up front for their water service with a purchase of tokens. The administrator is doing fine job with his manual system in maintaining accounts, calculating payroll, and keeping records of all transaction. With the cash receipt system, a cash exchange is done with the Native Corporation, who also sells water tokens for the city,and a customer ledger is in place for all transactions. A manual system is in place for cash disbursement.
A manual customer ledger is posted on the wall with payment due dates listed for honey bucket haul. The administrator performs monthly reconciliations of all accounts. The purchasing system approval process is setup so that any purchases over $200 must be approved by the city council and any purchases less than $200 are done by the administrator.
The utility keeps the financial records through manual and computer process. The utility uses an Apple computer and currently has QuickBooks 2007 version.
The Chart of Accounts (COA) does identify fixed assets in a manual manner.
For the billing process, the customer makes a call to find out what they owe.