New system to be implemented in court system

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Other Views by Paulita Keith, Bullitt Circuit Clerk

  Bullitt County is scheduled to “go live” with the court system’s new Accounts Receivable Program on May 1, 2014.  There are currently 27 other Kentucky counties which have made the transition.  

As it exists now, the accounting system is an antiquated system of hundreds of old-fashioned ledger cards. 

Information regarding payments must be manually entered into the system where the court records are kept but there is no communication between that program and the bookkeeping program. 

Furthermore, payments must be entered in the KYCourts program and the receipt issued and entered as a document in KYCourts. 

The receipts are then verified at the end of the day and are filed in the court files and the accounting records.  Payments and receipts are verified in the accounting office and payments must, once again, be written on the ledger cards. 

Checks are printed from the bookkeeping system and manually recorded on the ledger cards. 

Balances are computed and written on the ledger cards as well as on green sheets kept in the court files.  Before final payments are accepted, the ledger cards, computer and green sheets must be compared to ensure all final payment figures are accurate.  

The accounting system we currently function under is a tedious process requiring an unimaginable amount of manual work. 

With the implementation of the New Accounts Receivable program, KYCourts case management system will electronically speak to the Receipts/Bookkeeping system. 

The reporting requirements to the state general fund by the Judicial Branch will now be transmitted electronically. 

Clerks assisting the public at our service windows will now be able to see all payments received on a particular case and will be able to search for payments received in a multitude of ways.  Therefore, for those making payments in multiple court cases, it will be easier to locate balances due for each case and to access how payments were made and applied.  Clerks working in the courts will have access to more up-to-date information in the system and to payments just recently processed at the windows downstairs.

The Accounts Receivable program has been years in the making and is being implemented in circuit court clerks’ offices statewide. 

Bullitt County is excited to be in the first 25 percent of the counties to implement this program. 

There is always pain with progress and, as with any transition, there will be a learning curve involved.

The staff have reviewed a series of training videos and there will be one-on-one training on April 24-25.

Our office will be open its regular hours during the training days but will be operating with a reduced number of clerks. 

Our office is required to close at noon on April 30 in order to facilitate the upgrades of the software necessary to “switch-over” and to complete all the preliminary steps to be able to be ready for business again at 8:00 a.m. on May 1.

Driver’s License is not affected by the change-over and will remain open its regular hours on April 30. 

Once we “go-live” on the new program on May 1, clerks will be working with a totally different system.  We will be asking for the public’s patience as we become familiar with the new technology.

Complicating the process is the fact that since we are converting from a manual system, all balances forward must be entered manually.  There is no easy way to do this and it cannot be done in advance. 

This will be a time-intensive data entry project which must be completed with the current staff and the ever-continuing busy daily operations of the office.  

Change is good and this is a very positive step in Bullitt County.  Remember, in our effort to serve you better in the future, our service will be slower during the training phases. 

Other counties who have made the switch have reported very positive results.  These results have come after several months on the program. 

So, please bear with us as we continue to improve your Circuit Clerk’s office. 

As always, if you have any questions or concerns, feel free to contact me directly.  You may reach me at 502-543-7104 extension 1000 or stop by the office any time to see me.