Accounting, Members & Accounts

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Our new accounting system is built around Microsoft Excel. It provides a simple organization of Members, Accounts, Meter Readings, Invoicing, Notices and Bill Paying. It uses a very simple user interface of buttons, dropdown selections, and simple navigation between functions. It is a comprehensive system to perform nearly all functions of a Water Association of our size.

Our member roster contains the names and contact information for all members of the association, whether it is for one member per household of several. That gives us the ability to send out memos and notices to every member not just the household account manager.

Our system manages accounts with up to 2 members listed on every account. We can remove a member if the household account manager would like only one member to receive invoices.

Our new meter reading system allows us to read meters and record the information directly into our Cloud Storage. At the office the meter readings are fed directly into our accounting system and subsequently posted to the respective accounts and eventually to invoices.

Our invoicing is automated and creates invoices for an entire year based on the chosen cycle. (Monthly, Quarterly, Semi-Annually or Annually). The system is now setup to provide an invoicing for overuse of water, late payment interest with adjustable terms and grace periods. It will track delinquent accounts and re-invoice them as necessary as well as add interest when approved by the board.

The system can send notices and memos at the use of a dropdown, and the touch of a button. Additional templates for recurring notices can be developed and saved for future use.

The report center and generate pre-defined lists of Members, Accounts, Contacts, Check Register, Water Analysis, Water Usage and more. All of these reports are generated just using dropdowns, check boxes and similar tools. Very little time will be spent doing any of these tasks.

The system provides a list of Vendors and other Payees that we use for services and products. The system uses this information to pay bills.

The system maintains cost codes to group our expenses into categories, used by the Bill Payment system. The system with just the use of dropdowns assigns codes and payees to expenses and subsequently processes a printed check for the payee.