Adding a purchase order number to reservations allows finance teams to bill corporate clients and groups accurately. In Mews Operations, front office staff and revenue managers can add a purchase order number when creating or editing reservations to streamline the billing process and ensure invoices include all necessary information. You can add or edit a purchase order number at any time. You can also require a purchase order number on every reservation that you create for a specific company.

 

In this article, you can learn about:

• Purchase order numbers on reservations

  • How to add a purchase order number to a reservation

  • Make a purchase order number required for a company

  • What happens when you create a reservation for that company

  • Good to know

  • Why can't I create this reservation?

 

Purchase order numbers on reservations

How to add a purchase order number to a reservation

1. In the reservation details, find the Properties tab.

   Note: To access a previously created reservation's management screen:

   • from the Timeline select their reservation and click Manage, or

   • enter the customer's name in the Mews Dashboard search bar and click on their reservation.

2. Locate the purchase order number section.

3. Enter the purchase order number.

   Note: In most cases, the finance team provides you with the purchase order number.

4. To confirm and save the purchase order number, click OK.

This adds the purchase order number to the reservation. Mews automatically adds the purchase order number to bill previews and invoices.

You can learn more about previewing bills and invoices in Mews Operations here.

Make a purchase order number required for a company

You can require a purchase order number on every reservation that you create within Mews Operations for a specific company. You need the Create and manage customers and companies permission to edit company profiles.

1. In Mews Operations, go to the main menu > Profiles > Companies and open the company profile.

2. Click the Additional info tab.

3. In Options, select Purchase order number required.

4. Click Save.

 

What happens when you create a reservation for that company

• When you select the company in the Company field, a required Purchase order number field appears.

• The field shows on both the availability step and the summary step. Reservations in a group under one company share a single purchase order number.

• If the field is empty, you cannot create the reservation. Enter the purchase order number to continue.

• If you create the reservation from an availability block that already has a purchase order number, Mews fills in the field. You can change it. To set a purchase order number on an availability block, use the Create form of the availability block, or click View more in the availability block to open the Client info panel.

 

Good to know

The requirement applies to reservations that you create in Mews Operations. It does not apply to:

• Reservations that come from the Mews Booking Engine, the Connector API or a channel manager.

• Changes you make when you edit an existing reservation.

To keep invoices accurate, create your corporate bookings in Mews Operations.

Why can't I create this reservation?

The company requires a purchase order number and the field is empty. Enter the number to continue. If the requirement is wrong for this company, a user with permission to edit company profiles can clear Purchase order number required in the Options of the company profile.

 

You can now record a purchase order number on individual reservations, and require one on every reservation you create for a given company. This means corporate invoices carry the reference your client's finance team needs, without anyone having to remember to add it.