When you have the Invoice Approval option turned on in the System Settings, you must approve automatically-generated invoices before they send to your companies. If you do not have Invoice Approval turned on in the System Settings section, your invoices automatically send, and Kube hides the Invoice Approval Pending screen. For more information, see Turning invoice approval on or off.
Invoices automatically generate each month on the date selected in the Invoices scheduled task. When invoices generate, Kube collects open charges set to automatically invoice into invoices and sends the invoices to your companies for payment. For more information, see Scheduled Tasks.
Invoices generate either by property or by company, depending on the selection you made in the System Settings. If invoices generate by property, your 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.
You cannot edit charges through the Approval Pending screen that were made through a contract or a Bookings Calendar screen. For more information, see Amending an active contract and Reviewing and editing a booking.
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 filters the Approval Pending Invoices screen for the internal user's primary property when the screen loads. If an invoice has a charge from the selected property included, Kube shows the invoice. Use the property filter at the top of the screen to show information for a different property or for multiple properties. For more information, see Using filters.
You can complete the tasks explained below for multiple invoices at once by clicking the Select button next to multiple invoices and then by clicking the Preview, Approve, or Edit buttons that appear at the top right of the screen. This article explains completing each task for a single invoice at a time.
To preview and edit a pending invoice
Select Receivables in the top menu and select Invoices from the drop-down menu.
To preview a pending invoice, locate the invoice in the grid and click the Additional Options button next to the invoice.
Click Preview in the drop-down menu next to the invoice you want to preview.
NOTE: If the Invoice Preview screen does not appear, check the pop-up blocker settings in your browser. Ensure that pop-ups are allowed when using Kube.
Click the Cancel button to close the window.
To edit a pending invoice, locate the invoice in the grid and click the Additional Options button next to the invoice.
Click the Edit button.
To edit a charge, click the Edit button next to the charge.
NOTE: You cannot edit charges that are part of a contract or that were made through a Bookings Calendar screen. For more information, see Amending an active contract and Reviewing and editing a booking.
Complete the fields. For field descriptions, see the article dedicated to adding the type of charge you are editing.
Click Save.
To remove a charge, click the Archive button. A confirmation request appears.
Click OK.