A static caravan becomes vacant
From ending the occupation to the follow-up task and returning the deposit, with an automation that prepares the follow-up work.
Last updated on
When a customer leaves a static caravan, there is work to do: the caravan has to be checked and the deposit has to go back to the customer. This example shows how Tillor brings that together. You end the occupation, an automation creates a follow-up task, a colleague completes the task and then you settle the deposit. We use Jonas Maes and terrain 12 of Recreatiepark Het Meer as the example, now as a tenant of a static caravan.
Before you start:
- Terrain 12 has the terrain type Stacaravan and Jonas has an active occupation on it. See Terrain types.
- An automation is ready that creates a task when an occupation ends. How to build it is described in Example: checking a rental caravan. In demo environments it is already set up under the name Nalopen huurcaravan, paused, until you turn on the Active switch.
- For the deposit: the deposit product has the option Guard the customer's balance on this ledger turned on. See Guarding the customer's balance.
The route step by step
End the occupation
Open Jonas's profile, go to the Occupations card on the Overview tab, open the menu next to the occupation and choose Delete. Under Date choose the day he leaves. If the terrain has meters, fill in the End meter readings. Click Delete.
Terrain 12 is then free again for a new occupation. See Ending an occupation.
Let the automation create the follow-up task
You do not have to do anything. The automation starts as soon as the occupation ends and first checks whether the terrain has the terrain type Stacaravan. Then it looks for an open task Nalopen for this terrain.
- If there is no open task yet, it creates a task Nalopen terrein 12 with five subtasks (Kuisen, Inboedel, Internet + TV, Kader QR code and Controleren op werkjes) and a deadline after 7 days. The task also goes to the colleague who ended the occupation.
- If there is already an open task, for example because the caravan became vacant twice in quick succession, it does not create a second one. The priority of the existing task goes up one step, to High.
You can follow what the automation did under Tests and runs.
Complete the task
The colleague finds the task in the Tasks for you card on the dashboard, on Jonas's Tasks tab, or in a view under Tasks. The task is linked to terrain 12 and to Jonas.
Open the task and tick off each subtask as soon as it is done. Next to the task there is a counter such as 2/5. When all subtasks are done, set the status to Completed. If you set the main task to Completed, the open subtasks are completed with it.
Check the deposit balance
Open Jonas's profile and go to the Invoicing tab. In the Accounts table you see the balance per ledger. The deposit ledger shows what Jonas is still owed.
Create the credit note for the deposit
Open Jonas's deposit invoice, click the three dots at the top right and choose Reverse invoice. Tillor creates a draft invoice with the same lines in negative amounts. If you keep part of it, for example for damage, adjust the amount. Click Book invoice. The invoice becomes a Credit Invoice.
Tillor refuses an invoice that would bring the balance of the deposit ledger below zero. This way you cannot refund a deposit twice. See Reversing an invoice.
Offset the amount
If Jonas still has an open invoice, for example for the last consumption, you can offset the amount with the payment method Internal Transfer. See Making an internal transfer.
Paying money back
Tillor records the credit note and the offsetting. Transferring the money itself back to the customer's bank account is something you do through your bank.
What happens next
- The terrain is free again. A new customer can take an occupation on it or get a reservation on it.
- Jonas's open consumption periods are closed, with the end readings you filled in. The consumption up to the end date is kept and you can still invoice it. See Charging consumption.
- The task and the actions on it are in the task's timeline and on Jonas's profile. Changes to the occupation are on his Events tab.
- The credit note goes into the accounting like any other invoice.