Occupations
Link customers to terrains and manage who stays where
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An occupation records that a customer is using a certain terrain (a camping pitch, a power post and the like). While the occupation runs, Tillor automatically allocates the consumption of the meters on that terrain to the customer. You manage occupations on the customer profile. Start with Creating an occupation.
Good to know
- A terrain can only be occupied by one customer at a time. Terrains with an active occupation do not appear in the selection list.
- Paid until only accepts today or a later date.
- You cannot change the terrain of an occupation afterwards. If a customer moves, end the occupation and create a new one.
- Deleting an occupation cannot be undone, but the consumption up to the end date is kept and can still be invoiced.
- With Extend occupation (invoice) the draft invoice gets a due date of 14 days after it is created.
- Only the fields Type, Rent frequency and Price are informational. They do not automatically drive meter registration or invoicing.
How does this fit together?
An occupation connects three things: the customer, the terrain and the meters on that terrain. That is how Tillor knows in whose name the consumption goes.
When you create an occupation, Tillor notes the start meter readings; when you end it, the end meter readings. The consumption in between belongs to the customer. A new occupation on the same terrain starts a new period.
Viewing occupations
Open a customer profile via CustomersOverview and go to the Occupations card on the Overview tab.
- For each occupation the table shows the Terrain, Type, Rent frequency, Price, Status and Paid until, with a relative indication such as "in 12 days".
- Next to Paid until there is an info icon with Invoiced until in a tooltip, if that date has been filled in or is equal to Paid until.
- With Filter occupations... you search by terrain name.
- Actions per occupation (edit, extend, delete) are in the three-dot menu at the end of the row.
Creating an occupation
Before you start:
- The terrain must be free. If it is not in the list, it is already occupied. See Problems at the bottom.
- If the terrain has meters, have the start meter readings at hand. If you enter nothing, Tillor uses the last known reading.
Open the customer profile
Go to CustomersOverview, open the customer and go to the Occupations card.
Click Create occupation
You will find the button in the toolbar of the table. A dialog opens.
Fill in the details
Only Terrain is required. The rest is optional.
- Terrain: choose via Select a terrain. Only available terrains are in the list. If no terrain is available at all, you see No available terrains found.
- Paid until (optional): until when the customer has paid in advance. You choose today or later.
- Invoiced until (optional): leave empty to follow the same date as Paid until, or choose your own date.
- Type: Own accommodation (default) or Rental caravan.
- Rent frequency (optional): one of the options your organisation has set up, each with a start month and a number of months (for example starting in January, 6 months). Choose No frequency if you do not want to record one.
- Description (optional): an explanation, for example rate agreements.
- Price: the occupation takes over the price of the terrain. With Override inherited terrain price you enter your own price.
- Start meter readings (optional): appears as soon as the terrain has meters. If it has no meters, you see No meters linked.
Confirm
Click Create occupation to save.
Entering meter readings
Type the reading yourself via the Manual tab. The field shows the last known reading as an example. If there are earlier readings, you can also pick an existing reading via Select.
If you enter a reading that is lower than the previous saved reading, Tillor shows a warning. You can still confirm the lower value or adjust the entry.
What happens next?
- The occupation is active immediately and appears in the table on the customer profile.
- For every meter on the terrain, Tillor starts a consumption period for this customer. New meter readings count as the customer's consumption from now on.
- The terrain is no longer available for another occupation.
Editing an occupation
Open the menu of the occupation
Click the three-dot menu next to the occupation and choose Edit.
Adjust the fields
You can change Type, Rent frequency, Description, Paid until, Invoiced until and Price. Terrain is read-only. If your organisation has custom fields for occupations, they appear at the bottom of the dialog.
Save
Click Save changes. The change appears with a before/after overview on the customer's Events tab.
Ending an occupation
Ending removes the link between customer and terrain. The terrain then becomes available again.
Choose Delete
Click the three-dot menu next to the occupation and choose Delete. The Delete occupation window opens.
Choose the date and the end meter readings
If the terrain has meters, you can fill in End meter readings (optional). First choose under Date the day on which the occupation ends (today or earlier). A field for the end reading then appears per meter. For a manual meter you enter it via Manual or pick it via Select. An automatic meter always asks for an existing reading via Select a meter reading.
Confirm
Click Delete. This cannot be undone.
What happens next?
- Tillor closes the customer's open consumption periods. The consumption up to the end date is kept and can still be invoiced.
- The terrain is available again for a new occupation.
- The occupation disappears from the table.
Invoicing: extending an occupation
With Extend occupation (invoice) you create a draft invoice for the next period of an occupation, for example the annual pitch fee. You can do this for one occupation or for all of the customer's occupations at once.
Before you start: at least one product must exist with the action Extend occupation period (often a pitch fee). See Products.
Start the action
Open the three-dot menu next to the occupation and choose Extend occupation (invoice).
Choose whether to invoice consumption as well
Tick Invoice outstanding consumption for this terrain (with Extend all: Invoice outstanding consumption (all terrains)) if you also want to invoice outstanding consumption on the same draft invoice. If nothing is outstanding on the meters concerned, only the lines for extending the occupation remain.
Create the draft invoice
Click Create draft invoice. Tillor uses the first product with the action Extend occupation period (alphabetically by name) and builds the lines for you. Then complete the period on the invoice and book it when you are ready.
What happens next?
- A draft invoice is ready for the customer, with the message Ready and a description of what was created.
- If you book the invoice, Tillor sets Invoiced until to the end moment of the line.
- After payment, Tillor updates Paid until. Invoiced until only moves forward if it was still before that end moment.
Take care with an existing draft
If there is already a draft invoice that extends this terrain, Tillor shows Check before continuing. A second draft can give duplicate lines or skip a period. Open the existing draft with Open draft ..., or choose Create draft anyway.
Paid until, type, rent frequency and price
| Field | Meaning |
|---|---|
| Paid until | Until when the customer has paid in advance. When creating or editing you choose today or later. |
| Invoiced until | Until when invoicing has been done. If you leave it empty, the display follows Paid until. |
| Type | Distinguishes own stay from rental. |
| Rent frequency | Records the rhythm of the rent for administrative follow-up. |
| Price | Follows the terrain by default, but can be adjusted per occupation. |
Common scenarios
A new guest checks in
- Find the customer or add them.
- Create an occupation on the terrain on the customer profile.
- Enter the start meter reading, or let Tillor take over the last reading.
- From now on Tillor links the consumption of the meters on that terrain to this customer.
A guest leaves
- Choose Delete on the occupation.
- Choose the departure date and enter the end meter readings.
- Confirm. Tillor closes the consumption periods and the terrain is available again.
A customer moves to another terrain
- End the current occupation with the end meter readings of the old terrain.
- Create a new occupation on the new terrain with the start meter readings.
- Tillor keeps the consumption periods per terrain separate.
Problems?
Terms
- Occupation: a customer on a terrain for a period. See occupation.
- Terrain: the pitch itself, with any meters. See terrain.
- Paid until: the date until which the customer has paid in advance.
- Invoiced until: the date until which invoicing has already been done.
- Consumption period: the period in which the consumption of a meter is allocated to one customer. See consumption batch.
- Rent frequency: the rhythm of the rent, for example yearly or per half year.