Handling Vendor Culligan Water of DFW

Communications and Schedule of Events

• Drinking water located in the Narthex with delivery occurring every 8 weeks. Administrator’s calendar has a recurring reminder that sends a reminder email to put empty bottles out on the porch.

• Culligan emails invoices to the administrator typically due 20 days after the invoice date. Snooze the email to reappear the Monday prior to the 20 day due date. Download the invoice to the Pending QuickBooks folder.

• Starting in May 2025, we added a cooler and an additional 4 bottles. Trail Lake Montessori will reimburse FCC for the related cooler rental and a fixed 4 bottles every month. These charges should be a separate detail line on the invoice payment and charged to TLM:Reimb within QuickBooks. This will maintain a balance due from the school.

To Pay the Latest Invoice

1. Browse to http://www.culligantexas.com.

2. Browse to Current Customers > Online Billpay {you will be redirected to another web page}.

3. Login with office@fortworthucc.org (the password is stored in Google password manager).

4. Select account number 1679778 and click on “Make Payment”.

5. Fill in the amount to apply and click on “Review Payment”.

6. If the payment displayed is correct, click on “Make Payment”.

7. Ctrl-P to print the payment acknowledgement and save to the Pending QuickBooks folder.

8. Click on “Log out”. 

9. Record the expense in QuickBooks:

   • Find and edit the latest similar payment to Culligan

   • Click on “More > Copy” at the bottom of the transaction

   • Change the date, invoice number, descriptions for each line item and memo

   • Remember to create a separate detail line breaking out the cost associated with one cooler rental for the rental invoice and 4 bottles for the delivery invoice as reimbursable from Trail Lake Montessori

   • Delete the attachments from the copied transaction and attach the invoice and payment acknowledgement PDFs from the Pending QuickBooks folder

   • Click on "Save and Close"