How does Mews assign accounting categories to bill items?

With Mews Operations, properties can efficiently track and audit order items by assigning them accounting categories.

Properties may assign accounting categories to products, rates, space categories, bookable services, additional services, and additional expenses. Thus, accounting categories enable a property’s accounting team to effectively track and report a property’s revenue.

When you add an item to a guest’s bill or invoice, Mews automatically determines the accounting category to assign to that item. 

This article details how the Mews system assigns accounting categories.

In this article you can learn more about:

How Mews assigns accounting categories

When you add an item to a guest’s bill or invoice, Mews attempts to assign an accounting category to that item by looking in specific locations. If the system cannot find an accounting category in any of these locations, the system does not apply an accounting category.

The following section lists the different types of bill or invoice items in Mews, then explains the locations where the system looks for an accounting category to assign to that item.

These locations are ranked hierarchically, with 1 being the highest ranking. If an eligible accounting category is found in more than one location, Mews assigns the accounting category from the highest-ranked location.

Cancellation fee

A Cancellation fee shows on a bill or invoice if a guest cancels a reservation and is eligible for a cancellation fee according to the property’s cancellation policy.

Mews assigns an accounting category to the Cancellation fee according to the following hierarchy:

  1. No show cancellation fee accounting category on Bookable service.
    Note: This fee applies only when the cancellation reason is No show.
  2. Cancellation fee accounting category on Bookable service.
  3. Cancellation fee accounting category on Accounting configuration.
  4. Accounting category on Rate.
  5. Accounting category on Space category.
  6. Accounting category on Bookable service.

Credit note item

A Credit note item shows if you cancel or modify a revenue item on a guest’s closed bill or invoice. A credit note is a negative balance.

Mews assigns the accounting category for a Credit note item according to:

  1. Accounting category assigned to Reinstated item.

Reinstatement item

A Reinstatement item shows if you reinstate a revenue item on a guest’s closed bill or invoice. A credit note is a positive balance.

Mews assigns the accounting category for a Reinstatement item according to:

  1. Accounting category assigned to Reinstated item.

Night rebate

A Night rebate shows if you rebate a stay night on a guest’s closed bill or invoice.

You can learn more about rebates here.

Mews assigns the accounting category for a Night rebate according to the following hierarchy:

  1. Rebate accounting category on Bookable service.
  2. Accounting category on Bookable service.
  3. Night rebate accounting category on Accounting configuration.
  4. Accounting category on Rate.
  5. Accounting category on Space category.

Product order rebate

A Product order rebate shows if you rebate a product order on a guest’s closed bill or invoice.

You can learn more about rebates here.

Mews assigns the accounting category for a Product order rebate according to the following hierarchy:

  1. Rebate accounting category on Product of Rebated item.
  2. Accounting category on Product of Rebated item.
  3. Rebate accounting category on Service.
  4. Product order rebate accounting category on Accounting configuration.
  5. Accounting category on Rate.
  6. Accounting category on Space category.
  7. Accounting category on Service.

Additional expense rebate

An Additional expense rebate shows if you rebate an additional expense on a guest’s bill or invoice.

You can learn more about rebates here.

Mews assigns the accounting category for an Additional expense rebate according to:

  1. Accounting category assigned to Rebated item.

Note: If you cancel a rebated order item, the system does not recalculate the accounting category of the rebate in order to prevent overwriting the assigned category from the Rebated item.

Deposit

A Deposit item shows if a guest pays a deposit for their reservation.

Mews assigns the accounting category for a Deposit according to the following hierarchy:

  1. Positive deposit accounting category on Bookable service.
    Note: This applies only when the deposit is positive.
  2. Negative deposit accounting category on Bookable service.
    Note: This applies only when the deposit is negative.
  3. Deposit accounting category on Accounting configuration.
  4. Accounting category on Rate.
  5. Accounting category on Space category.
  6. Accounting category on Bookable service.

Exchange rate difference

An Exchange rate difference item is added to a bill or invoice if the system applies an exchange rate difference adjustment to a guest’s bill or invoice.

You can learn more about exchange rates here.

Mews assigns the accounting category for an Exchange rate difference item according to the following hierarchy:

  1. Exchange rate difference accounting category on Accounting configuration.
  2. Accounting category on Rate.
  3. Accounting category on Space category.
  4. Accounting category on Service.

Custom item

A Custom item is any product mapped for the POS integration that doesn’t have an accounting category set up.

You can learn more about custom items here.

If you add a Custom item to a guest’s bill or invoice, Mews assigns the accounting category for it according to the following hierarchy:

  1. Accounting category defined from API during creation.
  2. Custom item accounting category on Accounting configuration.
  3. Accounting category on Additional service.

Service charge

If you add a service charge to a bill or invoice in Mews POS, Mews assigns the accounting category to it according to the following hierarchy:

  • Accounting category on Additional service.
  • Service charge accounting category on Accounting configuration.

City tax

A City tax item shows on a guest’s bill or invoice if you have configured one for your property.

Mews assigns the City tax item accounting category according to the following hierarchy:

  1. City tax accounting category on Accounting configuration.
  2. Accounting category on Rate.
  3. Accounting category on Space category.
  4. Accounting category on Bookable service.

City tax discount

A City tax discount item shows if the externally facing reservation price for your property includes the city tax.

You can learn more about how Mews calculates the city tax discount here.

Mews assigns the City tax discount accounting category according to the following hierarchy:

  1. City tax discount accounting category on Accounting configuration.
  2. Accounting category on Rate.
  3. Accounting category on Space category.
  4. Accounting category on Bookable service.

Night

A Night item shows on a guest’s bill or invoice for each night they stay at your property.

Mews assigns the Night accounting category according to the following hierarchy:

  • Accounting category on Rate.
  • Accounting category on Space category.
  • Accounting category on Bookable service.

Product order

A Product order item shows on a guest’s bill or invoice for each product they consume during their stay.

Mews assigns the Product order accounting category according to the following hierarchy:

  1. Accounting category on Product.
  2. Accounting category on Rate.
    Note: This applies only when on reservation.
  3. Accounting category on Space category.
    Note: This applies only when on reservation.
  4. Accounting category on Service.

Surcharge

A Surcharge item shows if you add a surcharge to a guest’s bill or invoice.

Mews assigns the accounting category for a Surcharge according to:

  1. Accounting category on Service.

Tax correction

A Tax correction item shows if you apply a tax correction to a guest’s bill or invoice.

Mews assigns the Tax correction accounting category according to the following hierarchy:

  1. Tax correction accounting category on Accounting configuration.
  2. Accounting category on Rate.
    Note: This applies only when on reservation.
  3. Accounting category on Space category.
    Note: This applies only when on reservation.
  4. Accounting category on Service.

Canceled items

A Canceled item shows if you cancel a chargeable item on a guest’s bill or invoice.

Mews assigns the Canceled item accounting category according to the following hierarchy:

  1. Product order or Reservation default product order (Night).
    1. Product canceled accounting category.
    2. Keep assigned accounting category.
  2. Every other order item type.
    1. Service canceled accounting category.
    2. Keep assigned accounting category.

You can learn more about accounting categories and their setup in Mews here.

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