Even though Kube automatically generates invoices each month, you can also manually generate an invoice. Invoices are generally manually generated when you need to invoice charges not set to automatically invoice or if you need to generate and send an invoice without waiting for the automatic invoice generation date.
Whether or not you have the Invoice Approval option turned on in the System Settings, there is no additional approval process for manually-generated invoices. Once generated, Kube emails manually-generated invoices to the primary contacts of the companies whose charges you invoiced.
TIP: You can mark an invoice as an Internal Adjustment, so an email is not sent to the company. You can also control whether companies receive an email for their invoices. For more information, see Setting whether invoices are automatically emailed.
Invoices generate either by property or by company, depending on the selection you made in the System Settings. If invoices generate by property, companies receive one invoice from every property at which they incur charges. If invoices generate by company, companies receive one invoice from their primary property that compiles charges from all properties. For more information, see Setting whether invoices send by property or company.
If you manually invoice charges for different companies at one time, Kube creates multiple invoices to first divide the charges by each company and then, according to the above explanation, for each company.
NOTES:
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.
Kube honors Voyager post month security when internal users generate invoices in Kube. If your organization does not use Voyager, Kube uses Voyager's default posting permissions.
Invoiced charges show on the Invoiced Charges screen and post to Yardi Voyager Accounting (used to manage your organization's accounts payable functions). If the invoice amount equals $0, Kube marks the invoice as paid and posts a $0 receipt, or payment record, to Voyager. The Invoice ID in Kube matches the Document Sequence Number in Voyager. For more information, see the Voyager Core User's Guide in Yardi Client Central.
To preview and generate an invoice
Select Receivables in the top menu and select Charges from the drop-down menu.
Click the Select button next to the charges you want to manually invoice.
In the Creation Date field at the top of the screen, select the date that appears on the invoice as the Invoice Date.
In the Due Date field at the top of the screen, select the date that payment is due.
NOTE: The invoice due date cannot be before the creation date. If you backdate the creation date and due date, Kube only makes one automatic payment attempt for the invoice (should auto pay be enabled for the company).
In the Template drop-down at the top of the screen, select the template Kube uses to generate the invoice. For more information about customizing invoice templates, see Creating a custom invoice template.
Select the Internal Adjustment option if the invoice is for internal reference and should not be sent to the company's billing contacts.
Select from the following options that appear.
Click Preview Invoice to see a preview of the invoice(s) you are about to send. The Invoice Preview screen appears in a new window.
When you are finished previewing the invoice, close the window to return to the Open Charges screen.
TIP: If the Preview Invoice screen does not appear, check your browser pop-up blocker settings. Ensure that pop-ups are allowed when using Kube.
Click Edit Invoice Email to change the content of the email template that is sent to the company. The New Invoice email template appears on the right side of the screen. Edit the template as desired. For more information about editing email templates, see Reviewing and editing email templates.
NOTE: This option only appears if the charges selected are from a single company and for a single property.
TIP: Changes made to the email template here are not saved and do not affect the New Invoice email template at the system or property level.
To generate the invoice, click the Generate Invoice button.
To archive the charge, click the Archive button.