Before the Energy settlement can be started, some configuration has to be checked/added and data has to be given in:
Step 1:
Year round reservationReservation
A Year round reservation should have been created on the object for which the energy settlement has to be done. Energy invoices will be added as sub-reservations of the Year round reservations and won't be created without having the parent reservation available.A Year round reservation usually has arrival date 01-01 and departure date 31-12 of a certain year, only when an object is sold during the year, there could be more than one reservation per yearbe available to charge guests for energy costs. The starting point of this functionality is, that guests stay in an accommodation or rent a camping spot and pay for their energy costs. Often it is about energy costs, but it could also be about the use of water and gas.
The status of the Year round (parent) reservation Reservation has to be Checked-in to be able to be found during the energy settling process.The Reservation category used for the Year round reservation needs to have the check box "eligible for energy bill" selectedshown in the Check-out module, where the meter reading entries are available.
Example:
- Rented = camping spot "Winterplaats"
- Unit = 0004Season pitch Dennewei nr 681
- Arrival = Jan 2019
- Departure = .
- Customer = Owner of the propertyGuest
- Status = Checked-in
Step 2:
InvoiceUsage extra's
Per Utility an extra should be created with the valid rates for calculation of the charges.
The charges will be calculated by rate x unit. So when the meter reading for energy will be kWh, the rate should be the price per kWh.
The checkbox "invoice article" should be selected to be able to see the extra's as invoice article in the sub-reservation.
Note: On the extra used for this example, the check box "Invoice article" has been selected. This is because of the Energy settlement for owners. It did work fine for this example as well, but I don;t think it's necessary to have the check box selected for charging the guest for usage.
Step 3: Link invoice extra's to Utility bill
In Accommodations types on the tab Utility bill, the configured extra's with the right rates should be linked to the specific Utility types.
The configuration can be done on the highest level, as long as all extra's used for calculation should be the same for the underlying types and units.
The Utility types:
- Energy
- Gas
- Water
will be used for the calculation per unit based on the meter readings given in on Meter reading tab.
The Utility types:
- Admincostenergy
- Admincostgas
- Admincostwater
will be used for fixed costs.
The Utility type:
- Admincost
will be used for deposit settlement in combination with an extra where the checkbox "Adjustment invoice extra" has been selected.
Step 4: Add meter readings
In Accommodations on the tab Energy, the meter readings have to be added.
To be ready to get started, the start value has to be added and marked as start value.
At the end of a settling period, the actual values have to be added.
It's also possible to add meter readings on accommodation type level. When a list of meter readings is available, this will work much faster:
- fill all readings per unit
- calculate usage, based on the last value which can be found on accommodation level
- store new readings. After this, the new values are visible on the accommodation energy tab.
