Contracts are agreements with your companies that charge them for products and services your organization offers. Each contract you create can include spaces, recurring packages and amenities, and one-time packages and amenities. When you finalize and activate a contract, Kube begins billing the company for the products and services included in the contract.
When you finalize a contract, you choose between moving it in with an invoice or without an invoice. The tasks that Kube completes when moving in a contract for each scenario are determined by the Charge First Month On setting on the property's Receivables screen. This setting controls whether Kube charges the first month of a contract on the first monthly invoice or when the contract is finalized.
This article is part of the Kube property setup flow. For more information, see Kube setup checklist.
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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 immediately adds one-time charges such as security deposits and setup fees to either the invoice or Open Charges screen, regardless of the Charge First Month On selection.
You can set whether contract charges are split into separate invoices. For more information, see Setting company split invoicing settings and Setting default contract options.
Charge First Month On setting scenarios
Moving in a contract with an invoice
Charge First Month on First Monthly Invoice setting selected
If you activate a contract before the contract move-in date, Kube adds setup fees and security deposits to the invoice that it immediately sends to the company. On the day selected in the Monthly Posting scheduled task in the billing cycle that the contract starts, Kube adds the first month's charges to the Open Charges screen before the contract starts. Then, Kube invoices the charges when the Invoices scheduled task runs. For more information, see Scheduled Tasks.
Charge First Month on Contract Finalization setting selected
On the day you finalize the contract, Kube adds setup fees, security deposits, and the first month's charges to the invoice that it immediately sends to the company, regardless of the contract move-in date.
Moving in a contract without an invoice
Charge First Month on First Monthly Invoice setting selected
If you activate a contract before the contract move-in date, Kube immediately adds setup fees and security deposits to the Open Charges screen. On the day selected in the Monthly Posting task in the billing cycle that the contract starts, Kube adds the first month's charges to the Open Charges screen. Kube then invoices the charges when the Invoices scheduled task runs. For more information, see Scheduled Tasks.
Charge First Month on Contract Finalization setting selected
On the day you finalize the contract, Kube adds setup fees, security deposits, and the first month's contract charges to the Open Charges screen, regardless of the contract move-in date. Kube invoices the charges when the Invoices scheduled task runs. For more information, see Scheduled Tasks.
To set when the first month of a contract is charged
Select Properties in the top menu.
Locate the property in the grid and click the property's name. The Property Spaces screen appears.
Select Setup in the side menu and select the Receivables tab.
In the Contract Options section, click the Edit button.
Select an option next to the Charge First Month On field.
Click Save.
TIP: The next step in the Kube property setup process is to add bank accounts, if you have not already done so. For more information, see Adding a property bank account.