• 5.1.9. The City provides services for the improvement of capital assets under an agreement, contract, or written acknowledgement (e.g. watermain construction project, etc.). For works performed and completed by the City, unless specifically otherwise directed in writing by a Senior Manager, billings to external customers must be monthly or upon service completion. Department must prepare the AR invoice accurately, efficiently and on a timely basis to permit recording of revenue / recoveries and generation of cash flows.
  
  
• 5.1.10. Notwithstanding this policy, costs associated with damage to City of Windsor property as a result of a motor vehicle accident or similar insurable claims should not be invoiced. Cost claims by department, including copies of police reports, should be forwarded to Risk Management to initiate restitution claims with the insurer. 

• 5.2. TYPES OF ACCOUNTS RECEIVABLE RELATED TO THIS POLICY:

  • 5.2.1. Accounts Receivable – Invoices generated from a City financial system or other departmental system (e.g. Amanda, Active.Net, etc) billed out to a customer for goods or services with payment terms 30 days, or less, from the invoice date.

  • 5.2.2. Other Accounts Receivable – Invoices generated from a City financial system or other departmental system (e.g. Amanda, Active.Net, etc) billed out to a customer with payment terms greater than 30 days, but less than one (1) year from the invoice date.

  • 5.2.3. Long-Term Receivables – Invoices generated from a City financial system, billed out to a customer with a portion of payment due greater than one (1) year from the invoice date.

  • 5.2.4. Contracts / Agreements – Commonly used for long-term arrangements or special circumstances, accompanied by an AR invoice generated from a City financial system.

• 5.3. ACCOUNTS RECEIVABLE INVOICE AMOUNT

  • 5.3.1. The minimum amount to be invoiced for products and services should be $100.00 (including tax). Whenever possible, amounts due under one hundred ($100) dollars for products or services should be paid in advance or collected at the point of service or delivery of product.
    
    Where all possible, alternative payment options should be utilized before billing through the accounts receivable system.

• 5.4. BILLINGS

  Departments issuing AR invoice must abide by the following best practices to facilitate timely and accurate billings:

  • 5.4.1. Customers should be billed immediately upon product delivery and/or service completion.

  • 5.4.2. All AR invoices must be billed to the customer who will have the legal responsibility to pay the full amount. Refrain from using “to the attention of” a specific individual.

  • 5.4.3. The AR invoice must be accurate and may contain the following:

    1. Customer legal name and complete address (refer to Section 5.4.2).

    2. Invoice or Bill Number

    3. Date or period of goods and/or services were provided

    4. Description of goods and/or services provided

    5. Net amount and applicable taxes

    6. Interest bearing or non-interest bearing

C orporate Accounts Receivable Policy