A booking is a reservation for a specific space for a set time and date. When you edit or cancel an hours/credits booking or an hours/credits booking that also uses the Bill Later payment option, you can end up with refunded hours/credits. Kube automatically uses the refunded hours/credits to adjust future hours/credits bookings that use Bill Later to pay for booking overages. These adjustments prevent members from needlessly paying booking overages when hours/credits become available.
In addition to hours/credits becoming available through booking edits or cancellations, hours/credits may be added in new contracts, in contract amendments, as one-time charges, or purchases in the Member Portal. Unlike hours/credits becoming available from booking edits and cancellations, these hours/credits are not applied automatically to future bookings with Bill Later overages. However, you can set whether these types of hours/credits are applied automatically when they become available with the system setting Adjust Booking Overages. For more information, see Setting booking options.
NOTE: Kube does not make these adjustments for Pay Now or Invoice Now bookings nor hours/credits bookings that also used Pay Now to pay booking overages or amenity charges.
When adjusting bookings, Kube pays attention to several considerations:
Kube adjusts future bookings by start date, meaning it adjusts eligible bookings starting with the booking that happens next chronologically from the current date. Kube moves through bookings chronologically until it applies all excess hours/credits until there are no more eligible bookings to adjust. Kube then refunds any remaining hours/credits to either the member's or the company's hours/credits bank.
Kube only adjusts company hours/credits with refunded company hours/credits and member hours/credits with refunded member hours/credits. For example, if you cancel a booking that used company hours/credits, Kube will not adjust a future booking that uses member hours/credits.
If the hours/credits from the edited or canceled booking can only be used for booking rooms in certain space groups, Kube only adjusts bookings made for rooms in the same space group at the allowed properties. For example, if you cancel a booking that used hours/credits designated for spaces in Space Group A at Property 1, Kube does not adjust a booking made for a space in Space Group B at Property 1. For more information, see Adding a space group.
When making these adjustments, Kube performs specific accounting tasks. See the explanation below for a description of these tasks and the table at the end of this article for an example of an adjustment scenario.
NOTE: For descriptions of the tasks Kube completes for the original booking when you edit or cancel it, see the hours/credits and hours/credits with Bill Later examples in Editing a booking accounting overview and Canceling a booking accounting overview.
Booking automatic adjustment scenarios
When you end up with refunded hours/credits after you edit or cancel a booking that used only hours/credits or hours/credits and Bill Later, Kube takes the refunded hours/credits and searches for the first eligible future hours/credits booking that used Bill Later to pay for a booking overage.
Once Kube locates an eligible booking, it applies the refunded hours/credits to the booking overage of the future booking. Then, Kube adds a negative charge to the Open Charges screen to refund the booking overage amount that is now paid using hours/credits.
If there are any remaining hours/credits left after the adjustment, Kube starts the same process with the next eligible booking. If there are no more eligible bookings to adjust, Kube refunds the remaining hours/credits to the member's or company's hours/credits balance.
NOTE: Kube only automatically uses remaining hours/credits from edited or cancelled bookings. Hours/credits added by other methods are not considered unless the Adjust Booking Overages in the System settings is set to 'Yes'. For more information, see Setting booking options.
Booking automatic adjustment scenarios table
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 column lists the screen where Kube completes the task.
NOTE:
This scenario describes the adjustments Kube makes to future bookings using refunded booking units. For descriptions of the tasks Kube completes when editing or canceling a booking, see Editing a booking accounting overview and Canceling a booking accounting overview.
This scenario uses hours in its explanations. If you use credits, substitute credits for hours in the scenario.
Payment Method | Scenario | Tasks Kube Completes | Location in Kube |
Hours | You cancel a 4-hour booking that used 2 member hours and paid for 2 hours at $25 per hour.
The next eligible future booking that can be adjusted is a 1-hour booking that used Bill Later to pay for the hour.
NOTE: The same scenario applies if you had edited a booking and ended up with refunded hours. | 1a. Locates the next eligible future booking that can be adjusted.
1b. Applies the refunded hours to the future booking. In this case, 1 hour can be applied to the booking. | Future booking |
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| 2. Creates a -$25 charge to refund the 1 paid hour in the future booking. The negative charge offsets the original charge. | Open Charges screen |
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| 3. Because 1 refunded hour remains from the canceled booking, Kube begins the process with the next eligible booking. If there are no other eligible bookings, Kube refunds the remaining hour to the member's hours balance. | Next future booking and/or Member Hours |