Making a booking accounting overview

A booking is a reservation for a specific space for a set time and date. You can create bookings for members from the Bookings Calendar screen. For more information, see Bookings menu screen overview.

Depending on the payment method you choose, Kube automatically adjusts hours/credits, creates charges and invoices, and/or takes payments when you make a booking. This article explains the accounting tasks Kube completes for each payment type when you create a booking. See the Creating a Booking Payment Method Scenarios at the end of this article for examples of different booking scenarios.

Payments

When Kube adds charges, it uses the charge code already linked to the item being charged. For space booking income, deposits, and setup fees, Kube uses the charge codes set on the Space Essentials screen. For amenity cost, security deposits, and setup fees, Kube uses the charge codes set when creating the amenity.

Kube applies any booking discount group discounts directly to the booking or amenity cost being discounted. You can view applied discounts by expanding charge details on the Open Charges or Invoiced Charges screens. For more information, see Reviewing and editing charge information.

When an internal user, member, or prospect applies a coupon to a short-term booking, Kube reduces the booking cost according to the percentage in the coupon's Discount Value field. When it adds charges after the booking is finalized, Kube adds one positive charge for the full price of the discounted item that uses the item's configured charge code and one negative charge for the discounted amount that uses the coupon's charge code. Together, the two charges equal the discounted price of the item. Kube includes tax in both the positive and negative charges if tax is configured for the space and/or amenities. For more information, see Coupons.

Kube allows four payment types: Hours/Credits, Pay Now, Invoice Now, and Bill Later.

When you make a booking with hours/credits that does not include any amenity charges or hours/credits overages, the booking total cost is $0 because the hours/credits cover the entire booking cost. In this case, Kube adds the booking to the Order Reports but does not add any charges, invoices, or payments because the booking cost is fully paid using hours/credits. Use the Order Reports and Booking Reports to see more information about $0 booking charges. For more information, see Order Reports overview and Booking Reports overview.

If the hours/credits booking includes amenity charges or hours/credit overages that exceed the member's available hours/credits, you must choose either Pay Now, Invoice Now, or Bill Later to pay the amenity and overage charges. See the Pay Now, Invoice Now, and Bill Later sections for descriptions of the tasks Kube completes for each payment option.

If you make a booking and the booking date falls in a future billing cycle, you can select the Bill Later option to use hours/credits for the booking, should they be available in that billing cycle. Because the booking is in the future, Kube cannot predict whether hours/credits will be available for the booking. On the date the Reset Hours/Credits/Coworking Passes & Add Future Bookings scheduled task runs and replenishes monthly hours/credits in the billing cycle the booking falls in, Kube applies available hours/credits to the booking. Kube also adds charges to the Open Charges screen if there are amenity charges or booking cost overages.

When you select the Pay Now option, Kube creates charges, one invoice, and one payment for the booking, no matter whether the booking is in the current or a future billing cycle. On the Invoiced Charges screen, Kube adds one charge for the booking cost and one charge for each amenity added to the booking. Kube also creates an invoice that includes all the charges and takes a payment for the invoice using the selected debit or credit card. Kube labels the invoice Paid and the payment Authorized while it processes, and Settled once it finishes processing.

When you select the Invoice Now option, Kube creates charges and one invoice for the booking, no matter whether the booking is in the current or a future billing cycle. On the Invoiced Charges screen, Kube adds one charge for the booking cost and one charge for each amenity added to the booking. Kube labels the invoice Not Paid and Auto Pay - Off. Payment can then either be taken manually, or auto pay turned on for the invoice.

When you select the Bill Later option, Kube creates charges, but it does not take a payment. Instead, Kube adds one charge for the booking cost and one charge for each amenity included in the booking to the Open Charges screen. When the Invoices scheduled task runs, Kube automatically invoices the charges and sends the invoice to the company for payment. For more information, see Scheduled Tasks.

If you make a booking in the future and the booking date falls in a future billing cycle, selecting Bill Later applies available hours/credits to the booking, should they be available in the future billing cycle. On the date the Reset Hours/Credits/Coworking Passes & Add Future Bookings scheduled task runs, Kube applies available hours/credits to the booking. Kube also adds charges to the Open Charges screen if there are amenity charges or if there are booking cost overages, should there not have been enough hours/credits to cover the booking cost.

In the table below, the Payment Method column describes how the booking was paid, and the Scenario column gives more information about the booking. The Tasks Kube Completes column lists the different accounting tasks that Kube completes in the given scenario. The Location in Kube/Label column lists the screen where Kube completes the task and, if applicable, the label Kube gives the item.

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