Enabling and managing receivable tracking to track the payments of your invoices in Mews

AccountingMews Operations

Receivable tracking is crucial for monitoring invoice payment statuses and due dates. This functionality becomes particularly important for properties managing a large volume of transactions, ensuring efficient and accurate financial tracking. Properties can enable the receivable tracking feature in Mews Operations at any stage to enhance financial management.

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Note: If you do not enable receivable tracking,
  • Mews displays all issued invoices as Unpaid and closes them.

As a result, 

  • you cannot apply any payments to these invoices at a later time.
  • Mews does not display payments in your accounting software because the system does not process or record payments against the invoices.

This can impact your financial reporting and any workflows that reply on invoice payment tracking. 

 

In this article, you can learn about:

 

Enabling receivable tracking

Enable receivable tracking to improve financial management. When you activate this feature, Mews marks invoices as unpaid and tracks them in the City ledger and in each guest’s profile. This extra bill appears on the customer Dashboard and helps reconcile payments.

To enable the receivable tracking in your settings:

  1. In Mews Operations, go to the main menu Menu arrow right  > Settings > Property > Finance.
  2. Click Accounting configuration.
  3. Under Options, select Receivable tracking enabled.
  4. Click Save.

Understanding invoice due interval

Setting an invoice due interval is crucial for defining the expected payment period post-invoice issuance. For example, setting a 14-day due interval implies you expect the invoice payment within this timeframe. After the due interval, the invoice status switches to overdue, requiring attention in the City ledger. Note: You can also check the status of your invoices in the Bills and Invoices report.



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Disabling receivable tracking

If you have third-party software for tracking payments, you can disable receivable tracking in Mews. In such cases, 

  • Mews specifies invoices as paid at the time of issuance, the City ledger module is not available.
  • Payment tracking and management are handled exclusively through external software, for example, InvoiceXpress.
  • The invoice due interval is irrelevant.

Note: You can check InvoiceXpress for more details on how to set up the integration.

 

After you issue the invoice, you see the following on the payments screen:

 

Graphical user interface Description automatically generated

 

Mews leaves nothing on the bill or the Billing screen and closes the invoice immediately.

 

 

Managing issued invoices

It's crucial to monitor the status of your invoices regularly. Mews provides tools to check whether invoices are paid, pending, or overdue. Additionally, ensuring you have enabled receivable tracking is essential unless you have third-party software monitoring your invoice payments externally.

 

 

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