How to change the bill owner’s address on an issued invoice or closed bill in Mews Operations

AccountingMews Operations

Note: Mews is gradually rolling this feature out to properties.

Hotel staff or administrative personnel responsible for managing customer financial transactions and billing with the Rebate items and reissue bills and invoices permission can update the bill owner's address on an issued invoice or closed bill within Mews Operations to, 

  • correct or update billing details. 

  • ensure accurate financial documentation and compliance with legal and operational standards. 

After a staff member has issued the invoice or closed the bill, navigate to the customer or company profile to change the billing address.

 

In this article you can learn the following about changing bill owners address on issued invoices or closed bills: 

 

Update your credit note counter

Before reissuing an issued invoice or closed bill, Mews recommends updating your credit note counter so the system can automatically assign numbers to bills or invoices.

Note: For properties in Italy and Spain, you can learn more about creating bill counters for credit notes here.

 

To create or edit a counter: 

  1. In Mews Operations, go to the main menu Screenshot 2024-01-15 at 12.16.40.png  > Settings > Property > Finance. 

  1. Click on Counters.

 


 

  1. In the Bill counters tab,  

    • To add a new credit note counter, click + Add.  

      1. In the Create a bill counter side-window, fill in the fields. Note: You can only use the default counter for credit notes.

      2. To set up the counter for credit notes,  

        • Make default and use for credit notes: Click the slider switch on.  

        • Bill counter title: Type to specify the credit note counter title.

      1. Fill in the remaining fields. You can learn more about creating and managing counters here.
      2. Click Save.

 

 

    • To edit an existing counter, click on for the Counter name you want to edit. 

      1. Click Edit counter.

      2. In the Edit counter side-window, edit the fields as required. Note: You can only use the default counter for credit notes.

      3. To set up the counter for credit notes,  

        • Make default and use for credit notes: Click the slider switch on.

        • Bill counter title: Type to specify the credit note counter title. 

      1. Fill in the remaining fields. You can learn more about creating and managing counters here.
      2. Click Save. 

 

Permissions


Before reissuing an issued invoice or closed bill, check you have permission to rebate or reissue bills.

Your ability to reissue invoices depends on your user permissions:

  • If you have permission to rebate or reissue bills but do not have permission to issue invoices, you can reissue bills but not invoices.
  • If you have permission to rebate or reissue bills and permission to issue invoices, you can reissue both bills and invoices. 

 

To locate the customer or company profile with the issued invoice or closed bill, from which you 

want to change the billing address, 

  1. In Mews Operations, type the name of the customer or company in the Mews search bar and click on it in from the search results. 

  1. Click on the Dashboard tab, and click on the issued invoice or closed bill you want to change the billing address from. 

  1. Click Change billing details. Note: If your property selects the Allow modifying closed bills option in the accounting configuration Mews does not display the Change billing details button.

 

 

  1. Under Owner details, you can change or find a new address.

 


 

  1. To search for an address, under the Search for an address field, start typing any part of the address. Then click the desired address to automatically fill in the address fields.

  2. You can change the address by updating the following fields: 

    • Address line 1: Enter the customer or company's first address line. 

    • Address line 2: Enter the customer or company's second address line, if applicable. 

    • City: Enter the city of the customer or company's address. 

    • Postal code: Enter the postal code of the customer or company's address. 

    • Country: Select the country of the customer or company's address from the drop-down menu. 

    • State/Province: Select the state or province of the customer or company's address from the drop-down menu. 

  1. To remove the entire address, click Clear address. Note: You can remove the address only if your legal environment allows it. If not, Mews displays an error message.

 

 

 

  1. To confirm the change, click Reissue with changes.

 

Once you confirm the change, the system, 

    • credits the original issued invoice or closed bill as a credit note. 

      •  Mews uses the same accounting categories for the items on the bill in both the credit note and the new closed invoice. 

      • On the credit note, Mews, 

        • displays the old, unchanged address. 

        • records the dates of the items as the same date you issue the credit note. 

    • issues a new closed invoice with the updated billing details. 

      • On the new closed invoice, Mews, 

      • displays the new, corrected address. 

      • records the dates of the items as the same date you issue the new invoice. 

    • records the changes in the customer or company action log.

 

Note:

  • You can only reissue an issued invoice or closed bill once. If you need to change the address after altering it, you need to go to the last updated bill to make the change. 

  • If the responsible person of the bill changes, the bill must be reissued as an open bill, and reassigned.

 

  1. You can review the linked bills in the bill preview or on the Dashboard tab of the customer or company management screen. 

  1. To email the corrected invoice to the customer or company, open the bill preview and click the Send bill to email icon. Note: You can include the credit note together with the corrected invoice. Use the checkbox to select the desired documents in the Include linked documents field. 

  1. To print the corrected invoice, open the bill preview and click the Print icon.
     

You can learn more about associating a customer or company profile to an issued invoice or closed bill here.

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