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 reservation
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 year.
The status of the Year round (parent) 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" selected.
Example:
- Unit = 0004
- Arrival =
- Departure = .
- Customer = Owner of the property
- Status = Checked-in
Reservation category = eligible for energy bill
Step 2: Invoice 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.
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.
Step 5: Energy settling
When the configuration has been completed and the meter reading values have been added, the Invoice settling can be started.
The resort has to be chosen, and also the date "Generate till". This date will define the Arrival date = Departure date of the invoice reservation which will be created. This date doesn't have any impact on which meter readings will be taken into account. So even if the date "Generate till" = 30-09-19 and the meter reading has date = 22-10-19, the meter reading will be taken into account and Arrival date = Departure date = 30-09-19 of the invoice reservation.
The Payment term set chosen will take care of the payment term added in the invoice reservation.
The system will ask: "Do you want to settle the invoice amount with your deposit?" In this example, we only want to settle the costs as configured, so the answer will be "No".
After clicking on "Open Reservation, the invoice will be opened. Then it will be visible that the invoice has been created as a sub-reservation of the Year round reservation on the same accommodation which is checked-in.
The energy settling can be done again.