🎓 Processing a move-out job
In this video, you'll learn:
- How to process a move-out in the Storeganise Management Portal and schedule the move-out date.
- Handling deposit refunds, prepayment refunds, and unused rent for the customer.
- Adjusting refund amounts based on deposits, prepayments, and remaining rent for the rental period.
- Changing the unit's status to "Available" or "Blocked" after the move-out is complete.
- Viewing the automatically generated credit note refund invoice once the move-out is finalized.
By the end of this video, you'll be able to efficiently process move-outs and manage customer refunds in Storeganise.
Next up in this module: Overview of a unit rental’s accounts
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View the transcript
In Storganize, move-outs can only be processed in the Management Portal.When a customer notifies you of their intention to move out, start by navigating to their unit rental. Click on the three dots menu button, here, then select "Schedule Move Out."
A window will pop up where you can enter the desired move-out date. If the move-out is scheduled for a future date, select it from the calendar and click "Schedule Move Out." The system will show that the move-out is scheduled to start on the date you’ve selected. When the date arrives, the system will automatically start the move-out job. If needed, you can start the move-out early by clicking "Start Now."
If you select today’s date, the system will start the move-out job immediately.
Once the move-out job is started, you’ll see a banner at the top of the unit rental page indicating that the unit will be unassigned. Additionally, if you navigate back to the ‘Jobs’ tab of your site settings, you will see a full list of any pending move-out jobs listed here.
If you need to cancel a move-out, start the job first, then scroll down and click the "Cancel Move Out" button.
The move-out job window will provide details about the accounts in this unit rental. Also, if there are any outstanding invoices, they will be indicated at the top of the move-out job.
If your facility collects deposits, the first section will show the "Deposit Refund" field. By default, this is pre-filled with the total deposit amount collected at move-in. You can adjust this amount to anything equal to or less than the full deposit value, if desired.
If the customer has made any prepayments for upcoming periods, you’ll see a "Prepayment Refund" field below the deposit refund section. This field starts at zero by default, but the system will display the total amount of prepayment collected that hasn't been applied yet, here on the right hand side. You can enter an amount less than or equal to the indicated prepayment value.
The system will also break down any rent that has been collected but not fully used. First, you’ll see the total rent charged on the most recent invoice. You can also click on this text, here, to be redirected to the associated invoice. Next, you’ll see the date the customer has been billed until, the move-out date you scheduled, the number of days of unused rent, and finally, the breakdown of the cost of rent per day.
Using this information, you can enter the specific amount of unused rent to be refunded to the customer, with the maximum amount of this value indicated, here. Alternatively, you can simply enter the number of days of rent to refund, based on the ‘Rent per day’ value above.
Finally, once you’ve prepared the refund values, you will choose the new state for this unit. You can mark it as "Available" to immediately allow new move-ins, or "Blocked" if the unit needs to be made temporarily unavailable for new customers. If blocked, a reason must be provided, and the unit will remain unavailable until it’s manually set back to "Available."
When everything is set, click "Confirm Move Out."
The page will refresh, but you will remain on the unit rental page. You’ll see a banner indicating the customer moved out, and the unit’s status will change from green to grey, showing that it’s "moved out."
Lastly, the system will automatically create a credit note refund invoice based on the information you entered in the move-out job. You can access this invoice by simply clicking on the "Invoices" tab.