Companies can pay invoiced charges using ACH, cash, check, credit, or debit payment methods. This article explains adding a cash and check payment. For more information about adding ACH, credit, or debit payments, see Adding an ACH, credit card, or debit card payment.
If a company does not have any invoiced charges to be paid or overpays the amount due, Kube enters the payment amount as a prepayment. For more information, see Adding a prepayment.
Once you complete a cash or check payment, Kube labels it Not Deposited until you complete a bank deposit for the payment. For more information, see Adding a bank deposit.
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.
Invoices available for payment can include charges incurred at multiple properties. If you do not use Yardi Voyager Accounting and you take a payment that includes charges incurred at multiple properties, each property must use cash accounts that are linked to the same real-world bank account.
If you use Yardi Voyager Accounting, you can use intercompany billing to take a single payment for charges incurred at multiple properties that do not share bank accounts. For more information, see Turning on intercompany billing.
You can expand an invoice to see individual charges. Click the invoice number to expand the invoice, and click the Close button at the top right of the invoice section to collapse the invoice. Click Expand All or Collapse All at the top right of the invoice section to expand or collapse all invoices.
If you have purchased Yardi Voyager Accounting, note that payments are called "receipts" in Voyager, and the payment number in Kube matches the receipt number in Voyager. For more information, see "Receipts" in the Voyager Core User's Guide in Yardi Client Central.
Available prepayment or credit amounts
If a company has prepayments or credits on file, you can use the prepayment and credit amounts to reduce the payment amount.
A prepayment is an overpayment of previous invoices or payments made when the company had no unpaid invoices. When adding a payment, you can apply prepayments to entire invoices or specific charges. If you do not want to use the prepayment amount, do not apply prepayment to any invoices or charges and enter payment information instead. For more information, see Applying a prepayment.
NOTE: You cannot use a prepayment at a different property other than the one where it was made.
A credit is a negative charge that reduces the total amount of the payment. If you do not want to use a credit, enter 0.00 in the credit's Payment field and manually adjust the total payment amount.
To add a cash or check payment
Select Receivables in the top menu and select Payments from the drop-down menu.
Click the Add button.
Enter the company making the payment. The New Payment screen fields and unpaid invoices appear on the screen.
NOTE: If a company does not have any invoiced charges to be paid, the screen changes to the New Prepayment screen, and Kube enters the payment as a prepayment. For more information, see Adding a prepayment.
Complete the information fields in the top half of the screen and adjust the payment fields, if desired. For field descriptions, see the New Payment Screen Reference at the end of this article.
If you overpay the available charges, select the property you want the prepayment to be used at in the row below the invoices. For more information, see Adding a prepayment.
CAUTION: When you add a prepayment, you must specify the property that the prepayment can be used at. The property cannot be changed after saving the prepayment, and the prepayment can only be used at the selected property by the company making the payment.
Click Save.
New Payment Screen Reference
Company | Company making the payment.
TIP: Click the Reselect button to choose a different company. Kube does not save any information you entered on the New Payment screen when you reselect the company. |
Payment Reference | Optional field used for the payment reference number for your records.
NOTE: Information that you enter in the Payment Reference field shows on the Payments screen in the Payment Reference column. |
Total Amount and Type | Total amount being paid and the type of payment being made. Select cash or check.
If there is a prepayment amount available, enable the Apply Prepay column next to the invoice. The Available Prepay dynamically updates the totals in the top half of the menu.
TIP: Use the Fill All and Clear All buttons to automatically distribute any available credits, prepayments, and the Total Amount entered. Use the Fill and Clear buttons to individually apply credits, prepayments, and the Total Amount to each invoice. |
Display Type | If you use intercompany billing, select whether intercompany billing is enabled for this transaction (select the Standard or Kube option to disable intercompany billing).
NOTE: Kube populates this field with the default display type selected when setting up intercompany billing, but you can override the default setting for this transaction. For more information, see Turning on intercompany billing.
This field does not appear if you do not use intercompany billing. |
Funding Entity | If you enable intercompany billing in the Display Type field, select the funding entity used for this transaction.
NOTE: Kube populates this field with the default funding entity selected when setting up intercompany billing, but you can override the default setting for this transaction. For more information, see Turning on intercompany billing.
This field does not appear if you do not use intercompany billing, or if you select the Standard or Kube option in the Display Type field. |
Available Prepay | Total prepayment amount that can be applied to the payment. If the company does not have a prepayment amount available, this field displays 0.
NOTE: You can only apply a prepayment amount to cash and check payments. For more information, see Applying a prepayment. |
Payment Date | Date of the payment. |
Cash Account | GL account that cash or check payments post to. For more information, see Default GL Accounts. |
Post Month | Accounting month that the payment posts to. |
Notes | Optional field where you can enter notes about the payment.
NOTE: Information that you enter in the Notes field shows on the Payments screen in the Notes column. |
Apply Prepay | When selected, Kube applies the available prepayment amount to the invoice or charge. For more information, see Applying a prepayment.
Note: Kube automatically selects the prepayment matching the property of the invoice. If there is no prepayment at the property of the invoice, no action is taken. |
Payment | Amount the company is paying towards the charge.
NOTE: The Payment amount must be positive. Use the Fill All and Fill buttons to allocate the amount from the Total Amount field. |
Remaining | Amount of the charge that is unpaid. |
Original | Amount of original invoice or charge before any payments were made.
NOTE: If the Remaining and Original amounts are different before you apply payments to the charge, the company made a previous partial payment to the charge. |
Invoice #/Charge Code | Invoice identification number and, when the invoice is expanded, the charge codes of the invoiced charges. For more information, see Default charge codes. |
Property | Property where the charges were incurred. |
Amenity/Space | Name of the amenity or space the charge is for.
NOTE: The Amenity/Space column only appears when the invoice is expanded. |
Notes | Kube-generated notes about the charge code used for the charge.
NOTE: The Notes column only appears when you expand the invoice. |
Tax Columns | If charges include tax, Kube shows additional columns labeled with the name of the tax included in the charge. In these columns, Kube shows the amount of tax applied to the charge. |