PROCESSING UTILITIES
EXCEPTION: Utilities.
Each property should have recurring POs set up for utilities that have a rough estimate of the monthly expense. These recurring POs should suffice for the utilities. Once you have utility bills in hand, there is no reason to enter POs for them. Just enter the invoices. Disregard the PO part of this for utilities. All utility invoices will use the following information for the invoice number.
TYPE OF UTILITY – (6 Digit) METER READ DATE – PROPERTY NUMBER
Example:
If you have a water bill with a meter read date of 4/1/2015*, property #702
Your invoice number would be Water-040115-702*
If you have more than one utility bill with the same meter read date put an A, B, C, etc. at the end of the invoice number.
Example:
Water-040115-702A (use this exact format, nothing similar) Enter the bill date in the right corner, this is the meter read date.All utility bills have a payment term of Due Upon Receipt, change the due date for the bill to the actual date due. Enter invoice total.Submit invoice, Print invoice, Make a copy of the Onesite invoice and the actual invoice. Follow same scanning steps as previously listed. You will keep the copy on site and mail in the original invoice to your accountant.
All utilities must be processed, scanned and mailed the same day they are received.
If you receive a utility bill with a past due amount, this bill must be researched to see if it has been previously submitted. If it has been submitted, make sure to subtract past due amount when entering item total. If it has been submitted but is unpaid, contact your AP Clerk for immediate assistance. If it has NOT been entered, it must be immediately entered and the past due amount included.
!!! ALL UTILITY BILLS MUST BE ENTERED IN ONESITE, SCANNED TO ACCOUNTING AND THE ORIGINAL MAILED TO THE CORPORATE OFFICE WITHIN 24 HOURS OF RECEIPT!!!
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