How to create bill counters for credit notes in Mews Operations for properties in Italy, France, and Spain

You can use counters in Mews Operations to automatically assign numbers to credit notes. Bill numbering is the process of setting unique identification numbers for bills and invoices. It is used in business accounting to help track, organize, and reference financial transactions. Properties can create credit note counters at any stage, during the initial setup phase, or whenever compliance dictates. 

 

In this article you can learn about: 

• How to create bill counters for credit notes 
  • Settings 
  • Number formatting 

 

How to create bill counters for credit notes 

 

To create a bill counter for credit notes: 

1. In Mews Operations, go to the main menu   > Settings > Property > Finance. 
2. Click Counters. 
3. Select the Credit note counters tab. Then click + Add. 
4. Mews displays the Create credit note counter side-window. 
5. Fill out the remaining fields using the following sections in this guide. 
6. Click Save. 

 

Settings 

 

To configure your credit note settings, fill out the following fields: 

• Credit note counter title: Enter the title for your credit note bill counter. Note: Mews displays the title in your issued credit notes. 
• Make default: If you want to use your new counter as the default credit note for bills and/ or invoices, click the slider switch on.
• Use as credit note counter for: Check the Bills and/ or Invoices box.
• Counter name: Enter the name of the bill counter. Note: The counter name appears in the list of existing counters. 

 

Number formatting 

 

You can update the Number formatting section with the following fields: 

• Start value: Enter the number from which the bill counter should start counting. 
• Prefix (optional): Enter the prefix, which is the constant part of the number formatting and shows before the invoice number. Note: The prefix can also include text. 
• Number of digits: Enter the number of digits you need to follow the prefix.
  Note: 
  • The pre-filled number is 1 and cannot be lower. 
  • Mews displays a dynamic equation that updates as you enter details into the fields so you can see how your credit note number formatting appears in bills and invoices. 
• Bill type code: Enter the bill type code if necessary for your accounting exports.
  Note: 
  • Mews uses this field for validation in the Synthex fiscal integration when you close a rebate bill. You must set the value to "215". 
  • This field is also visible in the Accounting report export with the Mode filter set to Detailed. 
• Display CID on bills and invoices: Click the slider switch on to add CID codes to bills and invoices. Note: This option applies only to properties in Norway. 

Note: You can reset the form to the original state anytime by clicking Clear form.  

 

You can now create counters to automatically assign numbers to credit notes.  

• After you create your new counter, Mews displays it under Credit note counters. 
• Mews labels each individual default counter as Default. To make a counter default, click  next to your counter name.
  Note:  
  • If you select the default option, the system automatically assigns the bill counter for credit notes. 
  • If there are multiple counters, you can select a different credit note counter when reissuing a credit note. 
  • If you do not select a default counter, the system requires you to manually select a bill counter on the form when issuing a credit note. 
  • If you choose to override an existing default counter and to use your new counter as the default credit note for bills and/ or invoices, Mews displays a confirmation message.  
    • To set the counter as default and replace any previously set default counters, click Confirm.  
    • To not set the counter as default, click Cancel. 
• You can edit, reset, or delete your new counter. To do so, click  next to your counter name.

 

You can learn more about tracking and retrieving invoices by their titles using number formats for counters here.