NetSuite - Home Rental Termination Inspection

NetSuite - Home Rental Termination Inspection

The Termination Checklist is completed upon a resident move out. This is the counterpart to the Commencement checklist that was completed when the resident moved in. The Commencement checklist recorded the condition of the site/home when the resident arrived, and the Termination Checklist shows the condition when they leave. When viewed together, the checklist is an indication of whether the resident caused any damage during their tenancy.

The termination inspection is also where the resident’s final utility meter readings and their forwarding address are recorded. 

To begin the Termination Inspection:

1. Open the resident’s Move Out screen by using the Move Out dashboard tile, or from the list of Pending Move Outs (on the menu: Lease Operations > Move Out > List). Click the Get Last Meter Reads button in the upper left of the Move Out screen. Clicking this button will send the data from NUBS to the Termination Inspection for the last regular meter read. This will allow rebilling for utilities if applicable.
   
   • 
2. The next Move Out Step will be the Termination Inspection
   • 
3. After clicking on the Move Out ID, please click the hyperlinked Pending to begin the inspection.
   
   • 
4. Click Edit on the top left, then enter the Scheduled Date for the Inspection.
5. Enter the Meter Reading (if applicable). Be sure you have already used the Get Last Meter Reads button from the Move Out screen (see above). This button retrieves the last regular meter reads from the NUBS database, which will be shown under “NUBS Recent Read Date” and “Last Meter Reads.”
   • 
   • Add a “Current Meter Read” which should be the meter reading on the day of Move Out. The meter reading cannot be entered until the day following that date. Once the “Current Meter Read” is entered, click Submit to Nubs. 
     
   • 
   • Note: If a site only uses NUBS for certain utilities or not at all, the utility readings section will reflect this with an "N/A" for the specific utility or all utilities. In the case of N/A, no current meter reading needs to be added.
     
   • 
   • If all utilities are N/A, continue with step 5 to complete the Termination Inspection.
     
6. If the NUBS process passes, the Nubs Response will show as Pass and the Utility Invoices/Credit Memos field will show as Pending. Once Pending changes to Received, the ledger is updated and the utility charges will be automatically added to the customer’s invoice.
   
   • 
   • Keep in mind that there can be a delay of up to 24 hours for the invoices, especially at busy times (like the end of the month) when many NUBS transactions are being processed.If the NUBS process fails, you can try resubmitting. If NUBS still fails, please reach out to Concierge.
     
7. Click Save.  
   
   • 
8. Click Add/Update Address to add a forwarding address. Once done, click on Submit 
   
   • 
9. Complete the address pop-up window.  Select an address that the customer was already using as a forwarding address, or enter a new address. 
   
   • 
10. Click the Inspections & Repair Items tab on the sidebar.
11. The inspection includes 3 sections to complete:  Site Inspection, Home Inspection, and Common Repair Items.  Click each section to complete the items on each list.
    • 
12. Where needed, edit the Condition of the item by clicking the pencil icon and making the appropriate selection. 
13. If applicable, click the pencil icon to add a cost for repair or replacement. 
14. If needed, add Remarks for any particular item. 
15. Click Upload to add photos.  Any item marked as damaged or needing repair should have a corresponding photo. 
    • 
16. When all items have been reviewed, click Update Status, change the Status to Completed, add Comments if necessary, then click Submit.  
    
    • 

The Termination Inspection will be marked  complete and the next Move Out Step will be the Sun Homes Home Inspection. 

•