A booking is a reservation for a specific space for a set time and date. After you create a booking, you can cancel it from the Bookings Menu screen unless the booking is a monthly booking. If you need to cancel a monthly booking, terminate the contract. For more information, see Bookings menu screen overview and Terminating a contract.
NOTES:
You can cancel a booking in the past up until the last day that the Reset Hours/Credits/Coworking Passes & Add Future Bookings scheduled task ran. For more information, see Scheduled Tasks.
For an explanation of the steps involved in canceling a booking, see Canceling a booking.
Bookings accounting
This article explains the accounting tasks Kube completes after you cancel hours/credits, Pay Now, Invoice Now, and Bill Later bookings. When you cancel a booking, Kube automatically adjusts hours/credits and creates or adjusts charges, invoices, and payments, depending on the booking payment method used. For an explanation of the payment types, see Making a booking accounting overview. See the Canceling a Booking Payment Method Scenarios at the end of this article for examples of different booking scenarios.
NOTES:
Credit and debit card processing fees are non-refundable once a payment settles. If you cancel a booking that was paid with a credit or debit card and the payment is labeled Settled on the Payments screen, Kube voids and refunds the original payment amount. Kube does not create a payment for the voided and voider invoices; you must manually pay these invoices together. Yardi payment processing does not refund the original processing fee.
If the payment is labeled Authorized and has not settled, Kube cancels the original payment, and Yardi payment processing refunds the booking cost and the processing fee. Kube then takes a new payment, and Yardi payment processing charges a new processing fee for the new payment.
Credit card processing fees do not show in Kube.
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.
When Kube adds charges, it uses the charge code linked to the item being charged. For space booking income, deposits, setup fees, and cancellation fees, Kube uses the charge codes set on the Space Essentials screen. For amenity costs, security deposits, and setup fees, Kube uses the charge codes set when creating the amenity.
If the booking includes a coupon, Kube creates positive and negative charges to offset the positive charge for the booking amount and the negative charge for the coupon discount amount.
Hours/Credits
The explanations below describe the tasks Kube completes when you cancel an hours/credits booking with and without a cancellation fee.
No cancellation fee
Kube refunds all company or member hours/credits used. If the booking included additional booking or amenity charges, Kube completes different tasks depending on the method of payment used to pay the charges. See the Pay Now and Bill Later sections below for explanations.
With cancellation fee
Kube refunds hours/credits after it deducts those forfeited due to the cancellation fee. If there were amenity charges or booking overages included in the booking, Kube completes different tasks depending on the method of payment used to pay the charges. See the Pay Now and Bill Later sections below for explanations.
NOTE: If you cancel an hours/credits booking or an hours/credits booking that also used Bill Later to pay booking unit overages or amenity charges, Kube applies any refunded hours/credits to future bookings before refunding them to the member's or company's bank of hours. For more information, see Booking automatic adjustment procedures.
Pay Now
The explanations below describe the tasks Kube completes when you cancel a Pay Now booking with and without a cancellation fee.
NOTE: If the credit or debit card payment has already settled, Kube does not create a payment for the original and new invoices; you must manually pay these invoices together.
No cancellation fee
On the Invoiced Charges screen, Kube adds one negative charge to refund the booking charge and one negative charge for each amenity charge. Next, Kube creates a new invoice for the new charges. Finally, Kube cancels the original payment if it is still processing or voids and refunds it if it is settled, which opens the original booking charges for payment. Together, the two invoices total to $0, so Kube creates a $0 payment that marks the invoices paid, as there is no payment amount to process.
With cancellation fee
On the Invoiced Charges screen, Kube adds one negative charge to refund the booking cost, one negative charge for each amenity charge, one positive cancelation fee charge for the booking cost, and one positive cancelation fee charge for each amenity. Next, Kube creates a new invoice for the new charges. Finally, Kube cancels the original payment if it is still processing or voids and refunds it if it is settled, which opens the original booking charges for payment. Kube creates one payment for both the original invoice and the new invoice. The combined total of the new payment is for the amount of the cancellation fees.
NOTE: Amenity cancellation fee amounts are based on the cost of the amenity and do not include amenity setup fees or security deposits.
Bill Later
The explanations below describe the tasks Kube completes when you cancel a Bill Later booking with and without a cancellation fee.
No cancellation fee
On the Open Charges screen, Kube adds one negative charge for the booking cost and one negative charge for each amenity. When the Invoices scheduled task runs, Kube adds these charges to a new invoice that it sends to the company for payment. For more information, see Scheduled Tasks.
With cancellation fee
On the Open Charges screen, Kube adds one negative charge to refund the booking cost, one negative charge for each amenity charge, one positive cancelation fee charge for the booking cost, and one positive cancelation fee charge for each amenity. When the Invoices scheduled task runs, Kube adds these charges to a new invoice that it sends to the company for payment. For more information, see Scheduled Tasks.
NOTE: Amenity cancellation fee amounts are based on the cost of the amenity and do not include amenity setup fees or security deposits.
Canceling 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.
NOTE:
These scenarios use hours in their explanations, and an hour costs $25. If you use credits, substitute credits for hours in the scenarios.
For descriptions of the accounting tasks Kube completes when creating the booking, see Making a booking accounting overview.
If a credit or debit card payment has already settled, Kube does not create a payment for the original and new invoices; you must manually pay these invoices together.
Payment Method | Scenario | Tasks Kube Completes | Location in Kube/Label |
Hours
| Scenario 1 You cancel a 4-hour booking that uses member hours with no cancellation fee.
Original total booking cost: 4 hours
Canceled total booking cost: 0 hours
| 1. Refunds 4 member hours to the member hours balance.
NOTE: If there are future bookings that used Bill Later to pay for booking costs, Kube applies the refunded hours to those bookings before refunding them. For more information, see Booking automatic adjustment overview. | Member Hours screen |
| Scenario 2 You cancel a 4-hour booking that uses 1 member hour and 3 overage hours (at $25 per hour) with a 50% cancellation fee. The booking included a $50 amenity charge.
Original additional payment method: Pay Now.
Original total booking cost: 1 hour, $125
Canceled total booking cost: 1 hour, $50 | 1. Kube keeps the 1 member hour to partially pay the booking cancellation fee. | Member Hours screen |
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| 2a. Creates a -$75 charge to refund the paid hours cost.
2b. Creates a -$50 charge to refund the amenity cost.
2c. Creates a $25 penalty charge to pay the remainder of the booking cancellation fee.
2d. Creates a $25 penalty charge to pay 50% of the amenity cost. | Invoiced Charges screen |
|
| 3. Creates an invoice for the new charges. The invoice total is -$75. | Approved Invoices screen; marked Paid |
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| 4a. Cancels the original payment if it is still processing or voids and refunds it if it settled, which opens the original charges for payment.
4b. Takes one payment for both the original invoice ($125) and the new invoice (-$75). The net total of the payment for both invoices is $50.
NOTE: If the original payment had Settled before the booking was canceled, Kube does not complete step 4b. You must manually pay both invoices together. | Payments screen; marked Voided (if the payment had already settled)
Payments screen; marked Authorized while processing; Settled once processed
|
| Scenario 3 You cancel a 4-hour booking that uses 1 member hour and 3 overage hours (at $25 per hour) with a 50% cancellation fee. The booking included a $50 amenity charge.
Additional payment method: Bill Later.
Original total booking cost: 1 hour, $125
Canceled total booking cost: 1 hour, $50 | 1. Kube keeps the 1 member hour to partially pay the booking cancellation fee.
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 screen
Future booking adjustment |
|
| 2a. Creates a -$75 charge to refund the paid hours cost.
2b. Creates a -$50 charge to refund the amenity cost.
2c. Creates a $25 penalty charge to pay the remainder of the booking cancelation fee.
2d. Creates a $25 penalty charge to pay 50% of the amenity cost. | Open Charges screen |
Pay Now
| Scenario 4 You cancel a 4-hour booking (at $25 per hour) with no cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Canceled total booking cost: $0 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost. | Invoiced Charges screen |
|
| 2. Creates an invoice for all the new charges. The invoice total is -$150. | Approved Invoices screen; marked Paid |
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| 3a. Cancels the original payment if it is still processing or voids and refunds it if it settled, which opens the original charges for payment.
3b. Creates a $0 payment for both the original invoice ($150) and the new negative invoice (-$150) because their net total is $0.
NOTE: If the original payment had Settled before the booking was canceled, Kube does not complete step 3b. You must manually pay both invoices together. | Payments screen
Marked Authorized while processing; Settled once processed |
| Scenario 5 You cancel a 4-hour booking (at $25 per hour) with a 50% cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Canceled total booking cost: $75 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost.
1c. Creates a $50 penalty charge to pay 50% of the booking cost.
1d. Creates a $25 penalty charge to pay 50% of the amenity cost. | Invoiced Charges screen |
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| 2. Creates an invoice for all the new charges. The invoice total is -$75. | Approved Invoices screen; marked Paid |
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| 3a. Cancels the original payment if it is still processing or voids and refunds it if it settled, which opens the original charges for payment.
3b. Takes one payment for both the original invoice ($150) and the new invoice (-$75). The net total of the payment for both invoices is $75.
NOTE: If the original payment had Settled before the booking was canceled, Kube does not complete step 3b. You must manually pay both invoices together. | Payments screen
Marked Authorized while processing; Settled once processed |
Bill Later | Scenario 6 You cancel a 4-hour booking (at $25 per hour) with no cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Canceled total booking cost: $0 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost. | Open Charges screen |
| Scenario 7 You cancel a 4-hour booking (at $25 per hour) with a 50% cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Canceled total booking cost: $75 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost.
1c. Creates a $50 penalty charge to pay 50% of the booking cost.
1d. Creates a $25 penalty charge to pay 50% of the amenity cost. | Open Charges screen |
| Scenario 8 You cancel a 2-hour booking that had a 50% off coupon applied to it. You do not apply a cancellation fee.
Original total booking cost: $25
Canceled total booking cost: $0 | 1a. Creates a -$50 charge to refund the booking cost.
1b. Creates a $25 to offset the coupon discount cost.
NOTE: If tax is included in the booking, Kube includes tax in both the booking cost and coupon discount charges. | Open Charges screen |
Invoice Now
| Scenario 9 You cancel a 2-hour booking (at $50 per hour) with no cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Cancelled total booking cost: $0 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost.
2. The invoice remains in its current status. | Open Charges screen |
| Scenario 10 You cancel a 2-hour booking ($50 per hour) with a 50% cancellation fee. The booking included a $50 amenity charge.
Original total booking cost: $150
Cancelled total booking cost: $75 | 1a. Creates a -$100 charge to refund the booking cost.
1b. Creates a -$50 charge to refund the amenity cost.
2a. Creates a $50 charge for the booking cancellation fee.
2b. Creates a $25 charge for the amenity cancellation fee.
3. The invoice remains in its current status. | Open Charges screen |