From the Customer:Job drop-down list, select the customer or job. In the Detail section, select the Upfront Deposit item you created from the Item drop-down list. Enter the amount to be refunded in the Amount field.How do you account for a refundable deposit?As the deposit is refundable, so it would probably be a liability. If its refundable within an year it's deposited, in that case it would be a current liability. Refund - Original Payment was Cash or Check. Refund or Void an ePayment (Original Payment was Credit Card or Bank Draft) Refund/Void ePayments - An Overview.You can even specify a "month" to mean a specific number of days, instead of a calendar month, e.g. This tells the program to only charge one month at a time.In addition, Monthly reservations are in a different color, and can have special rules apply for the initial dates and amount charged when it's first created (see Program Options / Monthlies). This will help clarify some of the recommended procedures for handling long-term stays, particularly for those paying monthly.First and foremost, any reservation that is charged on a monthly basis (as opposed to all at once) should have its Reservation Type set to "Monthly" (or any Reservation Type whose "Base Class" is Monthly in the Reservation Types Pick List. Monthly / Long-term Reservations Monthly / Long-term ReservationsThere is a variety of special functionality available to handle long-term reservations.For instance if they started in 2016 but are next due on the 18th, you can set the First Night to the 18th of last month. It doesn't have to be exact, but it should generally be on their monthly anniversary since you're charging rent based on that. Set it to an appropriate past date. First Night: This shouldn't be in the future.For instance if you've billed for the month of May already (prior to using Campground Master) and you're using calendar-month billing, set it to May 31st. Auto-charged thru date: This should be set to the end of their last billing period. Make sure checking it in doesn't change the First Night from what was set above (answer "No" to the prompt that comes up about arriving today).2. Of course they should also be set to Checked In.
Partly it's preference, and partly it's the way your park operates. Last Night: There are a couple ways to do this. If they haven't paid for May, set it to 4/30 (again these assume calendar month billing).4. If they are paid through 5/31, select that date. Paid-thru: This should reflect their actual payment status. Logitech trackpad for macTo the end of the year, or net year, or when you really expect them to leave. Then set the "Block To" date as far out as practical, e.g. One month at a time - If they arrived on 4/1, charged and paid thru 4/30, (and assume this is still April), then you can set the Last Night to 4/30. We suggest experimenting with each method to see what works best for you. That way it will balance out when they leave and you refund the deposit. Security Deposits - If they paid a security deposit in the past, you should enter this charge with some past date, along with a payment, so you have a record of it. You won't have to keep extending them each month, and they will show up on the Payments Due tab as of when their next billing is due.5. This is really the recommended method, since the Monthly reservation type already keeps it from billing more than one month at a time. All the way out - The the Last Night as far out as desired, and rely on the Charged-thru and Paid-Thru to keep track of their status. As mentioned in #4 above for Last Night, you can set the Last Night all the way out or just make it one month out and use Blocked To to hold the site for a longer time. Likewise for gas or water meters, if applicable.When creating new monthly reservations, it's mostly a matter of just using their arrival date as usual and then deciding how long they expect to be there. Electric Meters, etc - If you're doing metered electric, be sure to set up for Electric Meters, and set the last reading accordingly so it's read for next month's new reading. Make sure your Rates are set up appropriately for Monthly reservation types. Even if you aren't ready for that yet and/or need to handle the monthly charges manually, here are some tips:1. However this requires Auto-Rates setup. If you're making a future reservation and taking an advance Deposit for rent (not to be confused with a Security Deposit), then the normal Recommended Transaction Procedures apply (as described in that section under Working with Transactions).Of course if your renters pay a Security Deposit for damage or electricity, etc, then you should handle that as described in the Security Deposit section (under Working with Transactions).As mentioned before, the Monthly Billing function can make it easy to handle the monthly billing chores. Of course if you're using Auto-Rates / Monthly Billing, this is automatic.4. This will help it set the Paid-Thru date accordingly. If you're manually adding charges, even with Select Rates, it won't know what dates you're charging for - so it may be useful to set the Auto-Charged-Thru date to the appropriate charged-thru date afterwards. See details in the Rates Setup Examples.3. If you need to pro-rate partial months, either at the beginning of the stay or at the end (or both), you can set up appropriate rates to do that or you can let it use your normal Daily/Weekly rates. If there are other standard monthly charges besides rent, such as for cable or trash service, those can be set as Add-On rates or they can be combined in the one Monthly Rate definition (assuming it applies to everyone). This is one case where extending the Last Night each month could be better that setting it far out initially.5. However if Auto-Charged-Thru is not set, then it will set the Paid-Thru to the Last Night. Since that also has functions to print all receipts, then you may prefer to add the monthly rent first, then do the electric readings and print from there. That makes it easier to combine the charges onto one bill.Of course you may want to use the Electric Meter Reading (Batch Entry) method of entering electric meter readings and charging those all at once as well. Usually it's recommended that you add the electric (and water and/or gas as needed) before doing the monthly billing - especially if using the Monthly Billing function. Using the printing option to Print "Unbalanced Transactions (since 0 balance)").
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