An amenity is a product or service available for purchase at your properties. You can add one-time amenity charges on the Charges screen. Recurring charges are added through contracts. For more information, see Adding a standard amenity and Creating a contract.
When you add a charge through the Charges screen, Kube checks the company's automatic invoicing setting on the company's Billing Options screen. If automatic invoicing is set to Yes, Kube sets charges you manually create to automatically invoice. If automatic invoicing is set to No, Kube does not set charges you manually create to automatically invoice. You can change a charge's invoicing option by editing the charge. For more information, see Setting whether invoicing is automatic and Reviewing and editing charge information.
Charges must be invoiced before they show on a company's ledger and before they can be paid. For more information, see Previewing and generating an invoice.
Every charge you enter on the Charges screen is an individual order, and the Charges screen only displays charges with Totals greater than 0. You can view all of your orders (including those whose Totals are 0) using the Order Reports. For more information, see Order Reports overview.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
To add an amenity charge
Select Receivables in the top menu and click Charges in the drop-down menu.
Click the Add button.
Complete the fields. For field descriptions, see the screen reference at the end of this article.
NOTE: The Charge Type field appears once you complete the Company field. After you select the charge type, the Amenity Details and Price Details sections appear.
Click Save.
New Charge - Top Section
Charge Type | Select Amenity, Credit, Security Deposit, or Custom. The fields that appear adjust accordingly based on this selection. |
Charge Date | Date charge occurred or was entered.
CAUTION: If you are future dating charges, Kube will not invoice those charges in the current auto-invoicing cycle if the charge date is after the date set in the Invoices scheduled task and the Do Not Consider Open Charges After This Date option is enabled. For more information, see Scheduled Tasks. |
Post Month | Accounting month in which charge posts.
CAUTION: Kube adds charges to the Open Charges screen on the charge date, but they post to your accounting software in the post month. If you future date a charge and do not future date the post month, the charge will post on the charge date, but it will post to the past post month, even if the post month is closed for accounting.
Yardi Voyager Accounting rebuilds your GL accounts should such a scenario occur, but only for the past six months. Any charge with a post month more than six months in the past will not reconcile correctly. If you use different accounting software, you must manually account for the past post month in such a scenario.
TIP: You can control whether an internal user has access to post charges or payments to past or future months, and if they have access, how many months they can post to. For more information, see Adding an internal user. |
New Charge - Amenity
Amenity | Select an amenity from the list.
NOTE: Only amenities with the setting Show in Open Charges appear in this field unless an internal user has been granted access to all amenities. For more information, see the Pricing Information section in Adding a standard amenity and Adding an internal user. |
Charge Code | The charge code selected for the amenity appears here. |
Pricing Type | Select either Contract Rate or Retail from the drop down. The Price Details section updates automatically. |
Price Details | Adjust the Qty, Price/Unit, Setup Fee, Security Deposit, and Discount (%) fields as desired. |