A booking is a reservation for a specific space for a set time and date. After you create a booking, you can review and edit it on the Bookings Menu. Keep in mind, you can't edit bookings that used Pay Now or Invoice Now for booking or amenity costs, or monthly bookings. You also can't edit a booking if the price, taxes, charge codes, or the member’s discount group have changed.
NOTES:
If your country does not support payment processing, you cannot use the Pay Now option. Instead, you can use hours/credits or Bill Later. For more information, see Payment processing off overview.
You cannot edit bookings that used Pay Now to pay for the entire booking, or to pay for booking overage or amenity costs, or bookings synced from Google Calendar. For more information, see Google Calendar overview.
You cannot pay for amenities using hours/credits.
For an explanation of the steps involved in editing a booking, see Reviewing and editing a booking.
Bookings accounting
This article explains the accounting tasks Kube completes after you edit hours/credits and Bill Later bookings. For an explanation of the payment types, see Making a booking accounting overview. See the Editing a Booking Payment Method Scenarios at the end of this article for examples of different booking scenarios.
When you edit a booking, Kube automatically adjusts hours/credits and creates or adjusts charges, invoices, and payments, depending on the payment method from the original booking, whether the new booking total cost increases or decreases, and whether you change the payment method when editing.
NOTES:
When Kube adds charges, it uses the charge code already linked to the item being charged. For space bookings 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.
When Kube adjusts existing charges by adding a new charge, the new charge can be either positive or negative, depending on whether the charge cost increased or decreased.
If you remove a coupon from a booking, Kube adds a positive charge to offset the negative charge Kube created for the discounted amount when the booking was created. For more information, see Making a booking accounting overview.
Hours/Credits
If you adjust the booking duration, Kube automatically adjusts the member and/or company hours/credits balance to reflect the increased or decreased booking units used.
If you edit a booking to include amenities or hours/credit overages or if the original booking included such charges, you must choose either the Pay Now or Bill Later option to pay the new charges.
NOTE: If you decrease the duration of an hours/credits booking or an hours/credits booking that uses Bill Later to pay for booking unit overages, Kube applies the hours/credits to future hours/credits bookings with Bill Later booking unit overages before refunding them to the member's or company's bank of hours. For more information, see Booking automatic adjustment overview.
Pay Now
You cannot edit bookings that used Pay Now to pay for the entire booking or to pay for booking overage or amenity costs.
Invoice Now
You cannot edit bookings that used Invoice Now.
Bill Later
On the Open Charges screen, Kube creates one charge to adjust the booking cost, one charge each to adjust amenity charges from the original booking, and one new charge for each new amenity added to the booking.
When the Invoices scheduled task runs, Kube automatically invoices open charges and sends the invoice to the company for payment. For more information, see Scheduled Tasks.
Switching between Hours/Credits and Pay Now, Invoice Now or Bill Later
When you edit a booking, you can switch the booking payment type between hours/credits and either Pay Now, Invoice Now, or Bill Later. You can also switch from Bill Later to hours/credits. You cannot switch between Pay Now or Invoice Now and Bill Later, or from Pay Now or Invoice Now to hours/credits. If a booking included amenity charges, Kube does not adjust the charges unless you made changes to them when editing the booking.
Editing a Booking Payment Method Scenarios
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.
NOTES:
These scenarios use hours in their explanations, and an hour costs $25. If you use credits, substitute credits for hours in the scenarios.
Some amenities may be configured to automatically adjust based upon the number of attendees and/or the duration of the booking. In these cases, Kube adjusts the amenity quantity according to how the amenity is configured. For more information, see Adding a standard amenity.
Payment Method | Scenario | Tasks Kube Completes | Location in Kube/Label |
Hours
| Scenario 1: Hours only The original booking was 4 hours long and used member hours.
You increase the booking duration to 6 hours.
Original total booking cost: 4 hours
Edited total booking cost: 6 hours
| 1. Deducts 2 member hours from the member hours balance. NOTE: If you had reduced the number of hours used, Kube applies the refunded hours/credits to adjust future hours bookings that used Bill Later to pay for hours. For more information, see Booking automatic adjustment overview.
| Member Hours |
|
| 2. Updates the booking on the Order Reports and the Booking Reports because the booking has a $0 total cost. | Order Reports |
| Scenario 2: Hours and Pay Now
| You cannot edit a booking that used Pay Now for overage or amenity charges | N/A |
| Scenario 3: Hours and Bill Later The original booking was 4 hours long and used member hours. It also included a $50 amenity charge.
You increase the booking duration to 6 hours, add a $35 amenity, and remove the $50 amenity. The member has only 1 more hour to use towards the 2-hour increase, and hours cost $25 per hour.
Original total booking cost: 4 hours, $50
Edited total booking cost: 5 hours, $60 | 1. Deducts 1 member hour from the member hours balance.
NOTE: If there had been refunded hours and the member had any future hours/credits bookings whose booking overage costs were paid using Bill Later, Kube applies the refunded hours/credits to the future booking. For more information, see Booking automatic adjustment overview.
| Member Hours |
|
| 2a. Creates a $25 charge for the 1 hour overage.
2b. Creates a $35 charge for the new amenity.
2c. Creates a -$50 amenity charge to remove the original amenity. | Open Charges screen |
Pay Now
| Scenario 4 | You cannot edit a booking that used Pay Now for overage or amenity charges | N/A |
Invoice Now | Scenario 5 | You cannot edit a booking that used Invoice Now. | N/A |
Bill Later | Scenario 6 The original booking was 4 hours long. It also included a $50 amenity charge. Hours cost $25 per hour.
You increase the booking duration to 6 hours, add a $35 amenity, and remove the $50 amenity.
Original total booking cost: $150
Edited total booking cost: $185
| 1a. Creates a $50 charge to pay for the added hours.
1b. Creates a $35 charge for the new amenity.
1c. Creates a -$50 charge to remove the original amenity. | Open Charges screen |
Switching between Hours and Pay Now | Scenario 7: Hours to Pay Now The original booking was 4 hours long and used member hours. Hours cost $25 per hour.
You change the payment method to Pay Now and add a $35 amenity.
Original total booking cost: 4 hours
Edited total booking cost: $135
| 1. Refunds 4 member hours to the member hours balance. | Member Hours |
|
| 2a. Creates a $100 charge for the booking cost.
2b. Creates a $35 charge for the new amenity. | Invoiced Charges screen |
|
| 3. Creates an invoice that includes all the new charges. The invoice total is $135. | Approved Invoices screen; marked Paid |
|
| 3. Takes a payment for the new invoice ($135). | Payments screen
Marked Authorized while processing; Settled once processed |
Switching between Hours and Bill Later | Scenario 8: Hours to Bill Later The original booking was 4 hours long and used member hours. It also included a $50 amenity charge. Hours cost $25 per hour.
You change the payment method to Bill Later, add a $35 amenity, and remove the $50 amenity.
NOTE: The original booking used Bill Later to pay for the amenity charge.
Original total booking cost: 4 hours, $50
Edited total booking cost: $135 | 1. Refunds 4 member hours from the member hours balance.
NOTE: Kube applies the refunded hours to adjust future hours bookings with Bill Later booking unit overages. For more information, see Booking automatic adjustment overview.
| Member Hours |
|
| 2a. Creates a $100 charge for the booking cost.
2b. Creates a $35 charge for the new amenity.
2c. Creates -$50 charge to remove the original amenity. | Open Charges screen |
| Scenario 9: Bill Later to Hours The original booking was 4 hours long. It also included a $50 amenity charge. Hours cost $25 per hour.
You change the payment method to hours, add a $35 amenity, and remove the $50 amenity.
NOTE: The edited booking still uses Bill Later to pay for amenity charges.
Original booking total cost: $150
Edited booking total cost: 4 hours, $35 | 1. Deducts 4 member hours from the member hours balance. | Member Hours |
|
| 2a. Creates a -$100 charge to refund the paid booking cost.
2b. Creates a $35 charge for the new amenity.
2c. Creates a -$50 charge to remove the original amenity. | Open Charges screen |