After you finish making changes to a contract draft and are ready to start billing your customer, you can activate the contract. When you activate a contract, the contract can be activated with or without an invoice. Depending on your choice, Kube performs different tasks determined by the Charge First Month On setting on the property's Receivables screen. For more information, see Setting when the first month of a contract is charged.
NOTES:
If there is a contract approval condition set for activated contracts, the approval criteria must be met before the Activate options become available in the contract. For more information, see Requesting contract approval.
The steps in this article are only applicable if you have created a contract. If you need to create a contract, see Creating a contract.
To activate a contract
From the contract window, select Activate in the side menu.
Select charges to immediately invoice from the Charges Generated on Activation section. Select the Creation Date, Due Date, and the Invoice Template for the charges selected. Leave this section empty if Kube should only generate open charges.
Click Activate Contract. A confirmation prompt appears. See the end of this article for information about contract activations if the Contract Assignee is a Lead.
Click OK.
NOTE: This is the last step required to add a contract. If the contract contains configurable amenities, Kube displays an Amenity Configuration request. If you want to configure amenities immediately, click OK. If you want to wait, click Cancel. You can return to the amenity configuration on the property's Amenity Configuration screen.
If the Contract Assignee is a Lead
If the contract assignee is a lead and Kube finds no member with a matching email address, the lead is converted to a member and the contract is activated. Otherwise, if a member is found with the same email address as the lead, the following options are presented:
Your organization does not use the Additional Companies service. | Option 1: Kube prompts you to reassign the contract to the existing member and company. If you select this option, the lead record is not changed and can be archived if desired. Otherwise, update the lead's email address to proceed with activating the contract using the selected lead and company. |
| Option 2: If the lead is part of the same company as the existing member, Kube prompts you to update the contract assignee to the existing member. Otherwise, update the lead's email address to proceed with activating the contract using the selected lead as the contract assignee to convert the record to a member. |
Your organization uses the Additional Companies service. | Option 1: Only one company is found with an existing member. Kube prompts you to either reassign the contract to the existing member and company or add the lead's company as an additional company to the existing member. If the option to add the company as an additional company is selected, Kube updates the member to the primary member, and the lead record is not changed and can be archived if desired. Otherwise, update the lead's email address to proceed with activating the contract using the selected lead and company. |
| Option 2: Multiple companies are found with an existing member. Kube prompts you to either reassign the contract to one of the existing companies and members or add the lead's company as an additional company to the existing member. If the option to add the company as an additional company is selected, Kube updates the member to the primary member, and the lead record is not changed and can be archived if desired. Otherwise, update the lead's email address to proceed with activating the contract using the selected lead and company. |
| Option 3: If the lead is a part of the same company as the existing member, you are prompted to update the contract assignee to the existing member. Otherwise, update the lead's email address to proceed with activating the contract using the selected lead as the contract assignee to convert the record to a member. |