A credit is a negative charge that can be used to reduce the amount of future payments. Kube treats credits as income, not as liabilities.
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.
Credit charges must be invoiced before they show on a company's ledger and before they can be applied to an invoice to reduce the payment amount. For more information, see Previewing and generating an invoice.
Every charge you enter on the Charges screen is an individual order. You can view all of your orders 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 a credit
Select Receivables in the top menu and select Charges from the drop-down menu.
Click the Add button.
Complete the fields. For field descriptions, see the New Credit Charge Screen Reference at the bottom 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 - Credit
NOTE: When you invoice a negative (credit) charge separately from other charges, Kube prompts you to create a credit note (if you are subscribed to the service). For more information, see Generating a credit note.
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 Adding an internal user and the Pricing Information section in Adding a standard amenity. |
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 fields as desired.
Select whether the Setup Fee, as applicable, should be credited. If set to Yes, a field with the setup fee amount appears. Adjust as desired. |