NetSuite - Checking Out a Long Term Guest

Checking Out Long Term Guest

Please note, a Notice to Vacate must be entered when a guest informs the resort they plan on leaving. A Notice to Vacate must also be generated for the seller in NetSuite for a brokered sale. An anticipated Check Out Date must be entered when the Notice to Vacate is created. Campspot will use the Anticipated Check Out Date to make the site available for future bookings that begin on that date. During Check Out, An Actual Check Out Date will be created that may differ from the anticipated Check Out Date. Please note the following about these two dates:

• Once the Actual Check Out Date is entered, the Anticipated Check Out date will be changed to match it and the RPS loss will happen on this day.
• Notice can be cancelled as long as there are no new reservations/applications in progress for the site. If there are new reservations/applications in progress, NetSuite will not allow the Notice to be cancelled. The Property Manager has the option whether to require the old guest to continue with Check Out, or to cancel the reservations/applications from the new guest and allow the Notice to be cancelled.
• The Actual Check Out Date can always be earlier than the Anticipated Check Out Date
• The Actual Check Out Date can be later than the Anticipated Check Out Date as long as there is not another reservation/application that conflicts. Keep in mind that at the time of Notice, Campspot will show availability on the Anticipated Check Out date, and new reservations may be created.
• If there is another reservation/application on the site, once the start date for the reservation/closing date for sale has been reached, NetSuite will automatically start the check out of the old guest on that day. You must complete checking out the old guest on this day so that the new guest can check in.
• A new guest can check in on the same day that an old guest checks out, but otherwise there cannot be two simultaneous agreements on the same site. Therefore, the closing date of a new agreement cannot be earlier than the Actual Check Out date of the previous guest.
• The earliest a guest can check out is the day after the agreement start date. If a situation arises that a guest has checked in on the agreement start date and needs to check out on the same date, please contact Concierge.
• Please note that creating a Notice to Vacate will cancel any future renewals, even if they have already been signed.

To Put a Guest on Notice: 

1. Navigate to the guest's RV Placement Agreement. 
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3. Click Notice to Vacate. 
   
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5. Click Edit. 
   
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7. Complete the fields and click Submit. Once submitted, the site will be updated to Available in Campspot based on the Anticipated Departure Date.
   
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9. To edit or cancel a Notice, click the Notice to Vacate button again and then either update the date/departure reason and click Submit or click Cancel Notice to cancel.
   
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11. Note: If another reservation/application is in progress on the site, NetSuite will prevent cancelation. The property manager has the option whether to require the old guest to continue with checkout, or to cancel the reservation/application from the prospective new guest and allow the Notice to be canceled.

Long-term guests are checked-out in NetSuite.  

To check-out a long-term guest in NetSuite: 

• • To complete check-out a long-term guest in NetSuite: 

    1. Click Check Out. 
       
       
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    2. Click Edit. 
       
       
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    3. Enter the Actual Check-Out Date and Departure Reason and click Save.
       
       
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    4. The Read Date is now populated in the Utility Readings section. The Meter Reading needs to be entered. Click Edit.
       
       
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    5. Enter the meter reading and click Save. 
       
       
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    6. Click Submit to NUBS, if applicable at the resort.
       
       
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    7. Confirm and click OK. 
       
       
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    8. The Forwarding Address section must be completed. Click Add/Update Address to update the existing address or add a new forwarding address. 
       
       
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    9. Select the Final Settlement tab on the sidebar menu. 
       
       
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    10. Click Accept Payment if the guest has an amount due. Click Process Refund if the guest has a refundable amount. See Customer Payments and Refunds for more information. 
        
        
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    11. After the payment has been processed, click Update Status. 
        
        
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    12. Select Completed in the Check Out Status dropdown. 
        
        
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    13. Click Submit.
        
        
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    14. Select the Status Audit tab on the sidebar menu and verify the status is Completed. 
        
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The long-term reservation is now checked-out and the check-out process is complete. 

 

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