You will need to know how to create Paymaster accounts as a requirement for this article:
In the video you can observe an open bill with items on the right-hand side; this is due to the Travel Agency contract set up (see button below)
So now let’s move this bill to a paymaster. Select move to another customer and search for the PAYMASTER
As we can see the charges have disappeared from the guest’s billing screen.
Make sure the items are under a company bill
Head to the Paymaster profile's billing screen by searching for them.
To see an overview of the Paymaster's pending payments, go to the Accounting Ledger
You can click on the Paymaster name to go directly to its billing screen.
You should move all charges to the right side of the billing screen
And at the end of each month, you can then send the travel agency an invoice for all stays during the month.
Before sending the official invoice, send a pro-forma invoice first, so the travel agency can verify and confirm all stays, and therefore avoiding the need to carry out any rebates at a later stage.
If on the other hand, you are sure the invoice is correct, as you have been able to cross-check it with the travel agency’s extranet or with a list sent by the travel agency, you could go ahead and issue the invoice to the travel agency.
Sending a pro-forma invoice
You can enter a due date which means when the invoice payment is due (ie. In 30 days)
- Select the currency the guest would like to see the preview in
- Select if the customer’s name and taxation details should also appear
- Change the address if needed.
The address is pulled from the address configured in the company profile.
Let’s print preview the pro-forma invoice.
The pro-forma invoice displays a breakdown of the charges.
It shows the outstanding amount as ‘To be paid’
There is no tax summary and against the heading, you see Pro-forma invoice.
The pro-forma invoice cannot be used for submitting tax as this isn’t a final invoice. This is why in the background of the invoice you will see Sample watermarked.
You can now send this pro-forma to the travel agency for review and approval.
If we have been able to cross-check all stays, we can issue and send out the official invoice.
Head back to the billing screen and click on the review and invoice. The same fields will appear as in the pro-forma invoice to ensure the details you require are displayed on the invoice. We will complete the same fields we did before and then click on Issue and print it to PDF.
The invoice displays an official invoice number, the taxation summary is found at the bottom of the page, and the ‘to be paid amount’ displays.
This invoice is an official tax document as it displays the revenue and the amount outstanding.
The invoice can be emailed to the company or printed out.
The receivable invoice will now appear on the left side of your screen until you receive the payment from the travel agency.
To follow-up on those awaiting payments, we can find an overview of the pending payments in the Accounting Ledger report by selecting receivables (go to the accounting ledger report and select receivables). Our paymaster account will now show the amount the travel agency, in this case, owes this property.
Once the travel agency has sent their payment, move the invoice to the right side of the billing screen, and enter the payment.
You can then close the bill.
Please note that the property can set up in the system in which employees are allowed to create invoices. Mews recommends to only give this right to supervisors and managers who know the different accounts as there is a significant risk in perhaps not receiving payment.