When you activate a new contract or contract amendment, Kube performs different tasks based on the date you choose to make the contract active and where that date falls within your organization's billing cycle. For more information, see Scheduled tasks billing cycle overview.
When a contract is activated, Kube generates anywhere between one and three invoices for the company based on the contract settings configured at the system level. For more information about these settings, see Setting default contract options.
This article focuses on the invoices generated when a new contract, contract renewal, contract amendment, or contract termination occurs.
NOTE: The scenarios listed assume the Separate Security Deposit and Setup Fees option has been enabled and that invoices will be generated automatically when the contract is activated and the security deposit is set to invoice separately. For more information about these settings, see Setting default contract options. The further assumption for these scenarios is that the posting date is the 25th of each month, and the Charge First Month setting is enabled at the property level.
New Contract
Scenario | Contract Activation Date | Move In Date | Security Deposit Invoice Date | Pro-Rated Charges Invoice Date | Setup Fee and One Time Charges Invoice Date | Full First Month's Charges Invoice Date |
The move-in date is in the current month, but before the monthly posting. | December 18th | December 20th | Invoice 1
The invoice date is December 18th. | Invoice 2
The invoice date is December 18th for December's prorated charges. | Invoice 2
The invoice date is December 18th. | Invoice 3
The invoice date is on January 1st for the first full month's rent charges and other monthly charges. |
The move-in date is in the current month, but after the monthly posting. | December 26th | December 29th | Invoice 1
The invoice date is December 26th. | Invoice 2
The invoice date is December 26th for December's prorated charges. | Invoice 2
The invoice date is December 26th. | Invoice 3
The invoice date is on January 1st for the first full month's rent charges and other monthly charges. |
The move-in date is in a future month in the middle of the month. | December 18th | February 15th | Invoice 1
The invoice date is December 18th. | Invoice 2
The invoice date is on February 1st for February's prorated charges. | Invoice 2
The invoice date is February 1st. | Invoice 3
The invoice date is March 1st for the first full month's rent charges and other monthly charges. |
The move in date is on the 1st of a future month. | December 18th | February 1st | Invoice 1
The invoice date is December 18th. | Not applicable to the scenario. | Invoice 2
The invoice date is February 1st. | Invoice 2
The invoice date is February 1st for the first full month's rent charges and other monthly charges. |
Contract Amendment
Scenario | Contract Activation Date | Move In Date | Security Deposit Invoice Date | Pro-Rated Charges Invoice Date | Setup Fee and One Time Charges Invoice Date | Full First Month's |
The move-in date is mid-month of the current month before the monthly posting. | December 18th | December 20th | Invoice 1
The invoice date is December 18th. | Invoice 2
The invoice date is December 18th for December's prorated charges. | Invoice 2
The invoice date is December 18th. | Invoice 3
The invoice date is on January 1st for the first full month's rent charges and other monthly charges. |
The move-in date is mid-month of the current month after the monthly posting. | December 26th | December 29th | Invoice 1
The invoice date is December 26th. | Invoice 2
The invoice date is December 26th for December's prorated charges. | Invoice 2
The invoice date is December 26th. | Invoice 3
The invoice date is on January 1st for the first full month's rent charges and other monthly charges. |
The move-in date is mid-month of a future month. | December 18th | February 15th | Invoice 1
The invoice date is December 18th. | Invoice 2
The invoice date is on February 1st for February's prorated charges. | Invoice 2
The invoice date is February 1st. | Invoice 3
The invoice date is March 1st for the first full month's rent charges and other monthly charges. |
The move in date is the 1st of a future month. | December 18th
| February 1st | Invoice 1
The invoice date is December 18th. | Not applicable to the scenario. | Invoice 2
The invoice date is February 1st. | Invoice 2
The invoice date is February 1st for the first full month's rent charges and other monthly charges. |
Contract Renewal
Scenario | Contract Activation Date | Move In Date | Security Deposit Invoice Date | Pro-Rated Charges Invoice Date | Setup Fee and One Time Charges Invoice Date | Full First Month's |
The move-in date is the 1st of a future month. | December 18th | February 1st | Invoice 1
The invoice date is December 18th. | Not applicable to the scenario. | Invoice 2
The invoice date is February 1st. | Invoice 2
The invoice date is February 1st for the first full month's rent charges and other monthly charges. |
The move-in date is mid-month of a future month. | December 18th | February 15th | Invoice 1
The invoice date is December 18th. | Invoice 2
The invoice date is on February 1st for February's prorated charges. | Invoice 2
The invoice date is February 1st. | Invoice 3
The invoice date is March 1st for the first full month's rent charges and other monthly charges. |
Contract Termination
Scenario | Date the Termination was Scheduled | Contract Termination Date | Posting Date for Prorated Credit Charges | Posting Date for the Following Months Prorated Charges | Posting Date for Applicable Termination Fees |
The contract is scheduled to terminate in the current month, mid-month, before the monthly posting. | December 18th | December 20th | Prorated credit charges post on December 20th to the open charges table. | Not applicable to the scenario. | Termination fee charges post on December 20th to the open charges table.
|
The contract is scheduled to terminate in the current month, mid-month, after the monthly posting. | December 26th | December 29th | Prorated credit charges post on December 29th to the open charges table. | Prorated credit charges post on December 29th to the open charges table. | Termination fee charges post on December 29th to the open charges table. |
The contract is scheduled to terminate mid-month of a future month. | December 18th | February 15th | No credit charges post.
Prorated charges for February 1st-15th post on January 25th. | Not applicable to the scenario. | Termination fee charges post on February 15th to the open charges table. |
The contract is scheduled to terminate on the last day of a future month. | December 18th | March 31st | Not applicable to the scenario. | Not applicable to the scenario. | Termination fee charges post on March 1st to the open charges table. |