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Staff warns of water-billing software posting errors after near-miss $39,000 autopay charge
Summary
Staff described recurring reconciliation problems with the new water-accounting software, including automatic-rate mis-posting when tenant and homeowner deposits differ and a recent near-miss $39,000 autopay/AutoPay posting that was caught; council urged closer checks and system support with G Works.
Staff told the council the new water-billing system can post incorrect deposit amounts when an in-office payment (for example a $125 tenant deposit) is not converted to the correct account type and instead posts as a $75 homeowner deposit. "Sometimes we'll take a payment from somebody in the office for $1.25 and then forget to change it when we set up their account, and it'll automatically post it as a $75 deposit," the staff member said, describing a workflow and the support-ticket process with G Works to correct posted errors.
Council members noted a recent large automated posting error that produced a $39,000 bill; Blenney Richardson said the error "was caught," stressing the need for red-flag alerts and closer review of large transactions. Staff said reconciling deposits for hundreds of accounts is time-consuming and recommended running interim reports to identify anomalies rather than waiting until audit time.
