Companies can pay invoiced charges using ACH, cash, check, credit, or debit payment methods. This article covers ACH, credit card, and debit card payments. For more information about adding cash and check payments, see Adding a cash or check payment.
If a company does not have any invoiced charges to be paid or overpays the amount due, Kube enters the payment (or excess payment) as a prepayment. For more information, see Adding a prepayment.
Kube labels ACH as Processing, while credit card and debit card payments are labeled Authorized as they process. Once processing is complete, Kube labels ACH transactions as Deposited and credit card and debit card transactions as Settled. Kube shows ACH, credit, and debit payments in the company's ledger as pending until complete.
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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.
The largest electronic payment Kube can process is $25,000. If you need to take a larger payment via credit card or debit card, process two separate transactions that split up the total amount. You can also contact payment processing to work with an ACH vendor that allows payments above $25,000.
Before you can process a debit, credit, or ACH payment, you need to set up payment processing. For more information, contact Yardi technical support. If your country does not support payment processing, you cannot add an ACH, credit card, or debit card payment. You can add a cash or check payment instead. For more information, see Adding a cash or check payment.
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 credit card, debit card, and ACH payments, Kube uses the default intercompany billing settings configured in Voyager when you set up payment processing and intercompany billing. For more information, see Turning on intercompany billing.
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On the New Payment screen, you can expand an invoice to see individual charges. Click the invoice number to expand the invoice, and click the Close button located towards the top right of the payment summary section to collapse the invoice. Click Expand All or Collapse All located towards 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 on file, the amount is displayed next to the Available Prepay, with the summary of available prepayments below. Click Apply next to the amount you want to apply to invoices from that prepayment's property. For more information about applying a prepayment, see Applying a prepayment.
The company may also have available credits or negative charges that reduce the total amount of the payment. Depending on whether your organization uses Credit Notes, the application of credits will differ. For more information about applying credits and credit notes, see Manually allocating a credit note (non-US Regions) and Applying a credit.
To add an ACH, credit card, or debit card 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 information 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 prepayment options located below the last invoice. For more information, see Adding a prepayment.
CAUTION: When you add a prepayment, you must specify the property where it can be used. This 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 the Next button.
Select the payment method you want to use.
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If there are no payment methods on file, click the Add button to add one.
If there are service fees applied to the payment, they appear below the Payment field at the top right of the grid. Service fees are charged by the payment agent and cover bank fees, Yardi fees, and processing fees. When setting up payment processing, you decide whether your organization pays these fees or your customer does. Service fees are non-refundable once the payment finishes processing.
Click the Pay Now button to finalize the payment.
New Payment Information Fields Screen Reference
Company | Company making the payment.
TIP: Click the Reselect button to choose a different company and start over. Kube does not save any information you entered on the New Payment screen when you reselect the company. |
Total Amount and Type | Total amount being paid and the type of payment being made. Select ACH, Credit Card, or Debit Card.
NOTE: Before you can process a debit, credit, or ACH payment, you need to set up payment processing. If your country does not support payment processing, you cannot add an ACH, credit card, or debit card payment. You can add a cash or check payment instead. For more information, see Adding a cash or check payment.
TIP: Use the Fill All and Clear All buttons to automatically distribute any available credits and the Total Amount entered. Use the Fill and Clear buttons to individually apply credits and the Total Amount to each invoice or charge. |
Payment Date | Date of the payment. |
Post Month | Accounting month that the payment posts to. |
Payment | Amount the company is paying towards the charge. NOTE: The Payment amount must be positive and cannot be greater than the amount shown in the Remaining column for the charge. |
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 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 shows when the invoice is expanded. |
Notes | Kube-generated notes about the charge code used for the charge. NOTE: The Notes column only shows when you expand the invoice. |
Tax Columns | If the 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. |