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Generating RV Seasonal Renewals

Marc Farrugia
Updated

In order for renewal agreements to successfully sent via DocuSign, all guests associated with the agreement must have a valid email address added in their Customer Record. See The Customer Record in NetSuite for information on updating primary information in the Customer Record.

Managers are responsible for reviewing rent increase proposals set by the Revenue Management Team and either approve or reject them. The Increase Notice Month will be September for renewals that begin in January. When reviewing a proposal, managers should verify that both the proposed increase amount and the site type are accurate.
To review proposed increases in NetSuite:

1. Navigate to the RV Guest Rent Increase screen (Lease Operation --> RV Guest Rent Increase --> List).

2. Use the filters to select Agreement Type and Year and click Search .

3. Select the desired Increase Notice Month to view individual agreements. The Increase Notice Month will be September for renewals that begin in January.

4. Review the guest information on the table, including the Site Type and Increase Amount . This is the guest's new rent amount after the increase becomes effective.

5. Click the checkbox next to the site number, then click the Approve or Reject buttons at the top of the screen as needed. Multiple checkboxes can be selected at a time for bulk approval/rejection.

• Note: If the increase is rejected, a comment will be required about why the increase is rejected, and the increase information will be routed back to the Revenue Management Team to review and update.

6. Verify the information is accurate in the Confirmation pop-up and click OK .

7. These agreements are now displayed in the Approved tab. The Approved tab will always show all active agreements that have been approved. Upon initial renewal, the Renewal Agreement ID will be blank. NetSuite updates the Renewal Agreement IDs every 30 minutes - on the hour and the half hour - based on a set schedule. After this interval, refresh the page to view the generated Renewal Agreement IDs.

• Note: Renewal agreements will only be generated for current agreements with an Active status. Once the Renewal Agreements are generated for active agreements, the Seasonal Deposit for Next Season Invoices are automatically generated with an amount of $750 and added to the guest's Customer Ledger.

• Note: Renewal agreements will not be generated for agreements with a Notice status.

DocuSign is Sun's preferred method for collecting electronic signatures. Whenever possible, use DocuSign to expedite the renewal process and reduce errors. After approving proposed increases and generating renewal agreements, managers must send the agreements to guests for signature via DocuSign. Guests will have 60 days to sign their agreement. If the agreement is not signed within that time frame, managers must resend the individual agreement directly from the agreement record in NetSuite.

To send for signing:

1. Click the Pending DocuSign Initiation tab on the RV Guest Rent Increase screen.

2. Click the checkbox next to the site number, then click Send via DocuSign at the top of the screen. Multiple checkboxes can be selected at a time for sending in bulk.

3. Read the pop-up Confirmation and click OK .

Agreements that have been successfully sent via DocuSign are populated in the Sent via DocuSign tab.

Agreements that have not been successfully sent via DocuSign are populated in the Failed DocuSign tab approximately 30 minutes after the agreements were sent via DocuSign. Once failed, the agreement must be sent manually from the individual agreement.
Note: Agreements will always be displayed in the Failed tab but will also be shown in the Manually Sent or Pending DocuSign Initiation tabs depending on how the renewal is resent to the guest.
Once renewal agreements have been successfully signed by the guest and the manager, the status will update automatically, and the renewal will move from the Sent via DocuSign to the Signing Completed tab.
For manual signing, the signed renewal must be uploaded. Click Upload in the Signed Document column (scroll to the right to view this column), then follow the prompts to upload the signed agreement. Then click the Yes toggle to confirm that the agreement was fully signed.
Information relating to the signed renewal agreement can be found on the RVLT Agreement screen. Click the Renewal Agreements tab and then the Record ID to view the agreement.
If a resident does not DocuSign their renewal within 60 days, the renewal agreement will be cancelled in NetSuite. If the guest still wishes to renew their agreement, a new renewal agreement must be generated.
To generate a new renewal agreement:
1. Navigate to the guest's current placement agreement.
2. Click More Actions , then select Create Renewal .
3. Click OK to confirm the creation of the renewal agreement.
4. Select the Increase Month and then click Save .
5. The renewal agreement has been created. Click Signed Docs & Notices on the left sidebar.
6. In the Doc Link/Prink Link column, select View . Verify that the information is accurate and ready for guest signature.
7. In the Review Status column, select Pending . After reviewing the renewal for accuracy, update the Review Status to Completed and set the Signing Process to Via DocuSign . Click Submit & Send via DocuSign . Select Manual if needed and follow the manual signing process.
Once the Renewal Agreement has been signed via DocuSign through email, the reservation status is automatically updated to Confirmed and can be viewed in Campspot.
If, at manager/RVP discretion, a decision is made to not renew the agreement of a particular guest, the guest should be placed on Notice with the Departure Reason set to Not Eligible for Renewal. Agreements placed on Notice will not automatically generate renewal agreements.
To place a guest on Notice:
1. Navigate to the guest's current placement agreement.

2. Select Notice to Vacate.

3. Click Edit and select Not Eligible for Renewal as the Departure Reason, then select the Anticipated Checkout Date . Click Submit.

The Agreement Status has been successfully updated to Notice, and a renewal cannot be generated.
If a Notice is cancelled on an agreement, NetSuite will automatically generate the renewal agreement using the approved rent increase amount.
To cancel a Notice:
1. Navigate to the guest's current placement agreement.
2. Select Notice to Vacate .

3. Click Cancel Notice.

4. Click OK to confirm.
The Notice has successfully been cancelled, and the renewal will automatically be generated.
It's important that managers regularly monitor renewal agreements and their corresponding statuses. Key columns to watch include Pending for Approval, Pending DocuSign Initiation, and Failed DocuSign - each of these requires manager action.
To easily view all agreements and their statuses, navigate to: Lease Operations --> RV Guest Rent Increase --> List. From there, filter by selecting Seasonal as the Agreement Type.
Managers can also view information about renewals on their My To Do Dashboard in NetSuite.




SunSource Knowledge Base Article: https://sunsource.suninc.com//Interact/Pages/Content/Document.aspx?id=5961

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