Record Utilities: Meter Readings

Last Updated: August 22, 2024

Link to Feature: https://app.fireflyreservations.com/Utilities/RecordUtilities (or click here)

Quick Links

Overview

Set Up Utility Feature

How to Record Meter Readings

Overview

In Firefly, to use the Utilities feature, you will first need to set up your Utility rates, and any additional service fees that your park might apply to utilities. Once you have your utility prices entered, you can record all of your utilities at once or do so for individual reservations as needed. 

Set Up Utility Feature 

To record utilities, Firefly first needs to know what the utilities are for your park. 

1. Click Settings
2. Click Utilities
3. Click New Utility
4. Fill out the settings as applicable to your park
   1. Name of Utility
   2. Rate of the Utility to be billed
   3. Any taxes that you may need applied
   4. If you are are going to copy the last meter reading from an existing reading within Firefly
   5. An addon that you wish to apply to all readings by default (you can change this when performing meter readings for ad hoc needs)
   6. For meters that are continually running, rather than resetting check this box
5. Click Save

How to Record Meter Readings

When updating meters, you will do this under the Utility Feature. 

1. Click Property
2. Click Record Utilities
3. Click the drop down under "Utility"

Prepare for the Meter Reading

At the top of the Record Utilities screen, there are options (some set by default, others that are manually chosen) you can choose to apply to all of the meters you are going to update. This is helpful for bulk processing, and more efficient for time savings. Below will outline what each section and setting does. 

Charge Options
These options are centered around the specific utility charges that will come as a result of the updated meter readings. You can choose the following: 

• If you are to send an email notification to the guest
• The payment due date if different from the default date
• Adding a coupon to each of the charges
• Adding an add on fee to each of the charges

Payment Options

The second section of settings are in regards to the payment options. You can choose: 

• To collect the payment now, or on a specific date
• To use reservation credits first when available
• To email a payment receipt for the guest

Filter Unit Options

You might not need to view all units, so this filter gives you the option to show only a specific unit class that is applicable to your park. 

Recording Utilities

Finally, it is time to record your utilities. All of your units will be listed here unless you have filtered by a unit class. For each unit, you will need to decide whether or not to add a charge to a reservation.

On the left, you will see all guests that have stayed at that unit since the last reading. If you do not want to charge a guest for the utility usage, just select 'Do not charge'.

For example, you may want to charge your long term guest for a utility but not any of the short term guests that stayed at the unit during the past month. The reservation type is shown after the reservation date, so you know if the reservation is a short term or long term (ongoing) reservation.

On the right side is information about this specific unit's meter: 

• Previous is the last meter tracked in Firefly 
• Current is the meter reading you are entering 
• Total is calculated based on the rate set up previously
• Override is an option to enter a new charge amount should that specific unit have a unique case
• Apply Coupon to Utility Charge - If you have a coupon applicable, you can add it here
• Add Add-on with Utility Charge - This is great for when a flat rate additional fee is needed. This drop down will show your add on fees previously set up in Firefly. 
• There will be a note if this reservation has reservation credits to use
• You can choose to collect the payment when you click save by using the default payment method, as well as immediately sending the receipt. 

You can repeat this process for each unit, or just select the units for which you want to record the utility.

🙋‍♀️ Still need help? Email: support@fireflyreservations.com and one of our technicians can help answer your questions.

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