|There is a written collection policy in place. The city bills the school, clinic and CE2 on a monthly basis. All customers pay up front for their water service purchase of tokens. The administrator has changed the manual system to an automated system, saving time and and money expended previously. With QuickBooks in place it is now easier to maintain accounts, calculating payroll, and keeping records of all transaction. The administrator is providing training to other office employees on the use of QuickBooks.
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 computer system is in place to monitor cash disbursement.
A 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 Apple, Dell and Gateway computers and has currently install QuickBooks 2009 version.
The Chart of Accounts (COA) does identify fixed assets in a manual manner and are now posted in QuickBooks.
For the billing process, the customer makes a call to find out what they owe.