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.
UTILITY ACCOUNT NUMBER – 6 DIGIT DATE – PROPERTY NUMBER
Example: If the account number is 843214 and billing date is 8/1/24, property number 702 – the invoice number is: 843214-080124-702
All utility bills must be entered into Entrata the same day they are received with a NET payment term. Upload the copy of the invoice and save.
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 ENTRATA, SCANNED TO ACCOUNTING AND THE ORIGINAL MAILED TO THE CORPORATE OFFICE THE SAME DAY THEY ARE RECEIVED!!!
