Please note this video and article are for informative purposes only and your process may differ from it, as well as the time of execution. You may handle actions in dissimilar orders, depending on your structure and business needs.
We strongly suggest for you to consult the go-live day procedures with your accounting and front office departments, so your go-live day is planned effectively and reflects your specific financial and operational procedures.
The process of changing a PMS includes transferring all the stayover guest reservations from the old PMS to Mews as well as all future reservations. With the help of your accounting team, you will have to ensure Deposits/Prepayments and all Guest Open Balances between previous PMS and Mews are balanced.
Departures on Go-live day
Reservations that are physically departing on Go-live day are still managed in the old PMS and are treated as business as usual.
Head to Menu > Finance > Cashier.
Let’s start the day by entering your starting balance. This will allow your reception team to take cash payments in Mews while you are completing other tasks required for going live with Mews.
Access your cashier and close it for the first time. Input the starting balance (base value) for each currency that you are accepting. The shift is closed now and you can see that your starting balance has been registered.
Close this window. A new shift is now open, and your starting balance is displayed under your cashier.
Out of Order
Let’s move on to the next step. If you have rooms that cannot be sold for any valid reason, they should be put in Out of Order. Remember that putting a space Out of Order is a business-impacting decision and should only be made by a supervisor.
With your housekeeping team, check that room statuses (dirty/clean/inspected) are correctly in place, reflecting the real space status.
Future reservations can be imported into Mews using the Mews import file. Alternatively, by now, all future reservations would have been created manually by your team. If you decide to use the Mews Import file, please refer to the button below:
Once you have imported the reservations, resolve any overbookings using the Mews Timeline. Due to the system switch, it is likely that overbookings may occur even though you didn’t have any previously. Any overbooking on a room type level will also be carried over to Mews and will need to be resolved. We recommend you thoroughly check all reservations for the next 5-10 days.
Shorten stayover reservations in your old PMS to depart today and then create new reservations in Mews reflecting the remainder of the original stay.
For example, if the go-live date is 20th August and a guest has a reservation from 18th to 22nd, the reservation in MEWS will arrive on the 20th August x 2 nights.
All stayover reservations need to be allocated in the same room number as in the old PMS. This can be done a day in advance, assuming all guests are physically checked in.
Note: Profiles linked to the stayover bookings created in MEWS, will receive the customer added email inviting them to complete their profile.
All stayover guests will be provided with two sets of invoices – one from Old PMS and one from Mews. We would advise you to notify all your guests who will be impacted by the PMS switch informing them that they will receive split invoices.
Once room allocations for all stayovers are completed in Mews and match your old PMS, complete the check-in of the reservations in Mews.
Prepayments + Balance Transfers
Manually post all the open balances from Old PMS into Mews using a unique payment type called External payment – Cross settlement. Once the two PMSs are balanced, in-house guests that are staying over (Not real departures**) can be checked out from the older PMS.
How do we do this?
Print out open balances from your old PMS. This includes deposits, prepayments, and in-house guest balances.
The balances in the old PMS are then required to be closed or checked out to a unique payment code which you have agreed with your accounting team.
Then print out all invoices/bills for guests in-house and file them with their registration cards.
In Mews, enable the payment type Cross Settlement in the accounting configuration.
Post the balances on the corresponding guest profile with the external payment "Cross settlement."
Once all postings are balanced, the Cross settlement payment type in MEWS should be disabled.
Printers & Key cutters
Install your printer(s) and key cutters integration. We recommend that you try to cut keys and print before you start doing check-ins. Check for any error messages by going to Main menu > Queues > Device commands.
Check all your printouts:
Bills & Invoices
Confirm that your bills and invoices have the correct format/number. After the first bill and invoice are closed, check if the numbering is correct.
You can find your closed bills in the Bills and invoices report. Each bill number and format are listed in the report.
Let’s print a bill and check the bill header, bill footer, and bill number.
Check that all your integrations are created and enabled. Go to the Main menu > Marketplace > My subscriptions.
Check the status “Enabled” or “Disabled” in each integration.
Now it’s time to enable your Channel manager. When you are ready to enable the integration, monitor your Channel manager extranet as well as MEWS, in order to validate information displayed in both systems and to confirm that new bookings are delivered correctly.
You’re ready to go live! If you have any outstanding concerns, please contact your implementation manager.