How to reconcile accounting reports with ledger reporting in Mews Operations

You reconcile your accounting reports with ledger reports in Mews Operations during a transition to new accounting reporting. Your accounting reports include the Order Item Report, Accounting Ledger Report, and Posting Journal. As a finance or operations employee, you use this process to build confidence in the new reporting before completing the transition to ledger-based accounting. After you complete the transition, you no longer need to compare the two report types.

In this article, you can learn about:

• Prerequisites
• If your property does not use deposits
• If your property uses deposits

Prerequisites

Before you reconcile reports, you review your property settings in Mews Operations. These settings affect how transactions appear across reports and can create differences if they do not align with your operations.

You need to check:

• Your operational and accounting editable history windows, which define how long you can update order items and reservation data. Both windows affect data in your accounting reports only. Ledger report data is immutable.
• Your business day definition, which determines the date the system assigns to each transaction in accounting

To check these settings:

1. In Mews Operations, go to the main menu > Settings > Property
2. Review your operational editable history window
3. In Mews Operations, go to the main menu > Settings > Accounting
4. Review your accounting editable history window
5. Review your business day definition

If your property does not use deposits

Step 1: Compare balances at end of day

1. In Mews Operations, go to the main menu > Finance > Accounting ledger
2. Select the end of the business day you want to reconcile

   For example, if your business day runs from midnight to midnight and you reconcile 31 January, select 1 February at 00:00

3. Click the Report type dropdown to select General
4. Note the total in the General Ledger column
5. In Mews Operations, go to the main menu > Finance > Trial balance
6. Select the date you want to reconcile

   For example, if you reconcile 31 January, select 31 January.

7. Note the closing balance
8. Calculate the difference between the two balances

Step 2: Understand the difference

1. In Mews Operations, go to the main menu > Finance > Ledger activity report
2. In the Start date field, enter the day after the date you reconcile

   For example, if you reconcile 31 January, enter 1 February in the Start date field.

3. In the Period length field, enter the length of your accounting editable history window
4. Add the Consumption date column

   You can learn more about adding columns in our help article The Ledger activity report in Mews Operations.

5. Apply filters:
   • Consumption date is on or before the date you reconcile
   • Accounted date is on or after the day after the date you reconcile

   For example, to reconcile 31 January on a midnight-to-midnight business day, enter 1 February at 00:00 in the Start date field, enter the length of your accounting editable history window in the Period length field, and click the Consumption date dropdown to select on or before 31 January.

6. Review all resulting transactions

   All transactions that match these filters represent differences between your accounting reports and ledger reporting, such as late check-ins or changes you make within the editable history window.

If your property uses deposits

Step 1: Calculate total balance from your accounting reports

1. In Mews Operations, go to the main menu > Finance > Accounting ledger
2. Select the end of the business day you want to reconcile

   For example, if your business day runs from midnight to midnight and you reconcile 31 January, select 1 February at 00:00.

3. Click the Report type dropdown to select General
4. Note the total in the General Ledger column
5. In Mews Operations, go to the main menu > Finance > Order item report
6. In the Start date field, enter the end of the business day

   For example, if you reconcile 31 January, enter 1 February at 00:00 in the Start date field.

7. In the End date field, enter a date far in the future to include all future reservations
8. Locate the Transactions table
9. Note the total net amount

   This value represents your deposit balance.

10. Add both values to calculate the total balance

Step 2: Compare with ledger balance

1. In Mews Operations, go to the main menu > Finance > Trial balance
2. Select the date you want to reconcile

   For example, if you reconcile 31 January, select 31 January.

3. Note the closing balance
4. Calculate the difference between the totals

Step 3: Understand the difference

1. In Mews Operations, go to the main menu > Finance > Ledger activity report
2. In the Start date field, enter the day after the date you reconcile

   For example, if you reconcile 31 January, enter 1 February in the Start date field.

3. In the Period length field, enter the length of your accounting editable history window
4. Add the Consumption date column

   You can learn more about adding columns in our help article The Ledger activity report in Mews Operations.

5. Apply filters:
   • Consumption date is on or before the date you reconcile
   • Accounted date is on or after the day after the date you reconcile

   For example, to reconcile 31 January on a midnight-to-midnight business day, enter 1 February at 00:00 in the Start date field, enter the length of your accounting editable history window in the Period length field, and click the Consumption date dropdown to select on or before 31 January.

6. Review all resulting transactions

   All transactions that match these filters represent differences between your accounting reports and ledger reporting, such as late check-ins or changes you make within the editable history window.

You can learn more about why differences appear between your accounting reports and ledger reports in our help article Accounting reports and ledger reporting FAQs.