The City ledger in Mews Operations

The City ledger in Mews Operations provides a comprehensive overview of your property’s unpaid invoices to better manage your cash flow. The ledger shows all unpaid invoices and their aging balance. This helps you to identify overdue payments and manage outstanding receivables. Users with permission to Access sensitive reports can view the City ledger anytime.  

 

To view the City ledger in Mews Operations, go to the main menu  > Finance > Ledgers > City ledger.

 

 

In this article you can learn about:

• Setting the filters
• Understanding the fields
• Exporting the City ledger
• Using the City ledger
  • Sending a single invoice reminder
  • Sending a bulk invoice reminder
  • Processing invoice payments
  • Viewing the city ledger on a past date

Setting the filters

You can filter the City ledger according to specific fields. To filter the ledger:

1. Click , then in the following fields:

• • Owner type: Click to filter invoice ownership by either customer or company.
  • Aging: Check the boxes to filter invoices in specific aging categories.
    
     

2. Click Apply filters to filter your ledger.
   
   

Understanding the fields

The City ledger groups invoices according to the owner. An owner is typically a company but can be a single guest. You can click Expand all to expand and view all invoices that belong to that owner. 

  

The City ledger contains the following columns:

• Invoice: The identifying number of an invoice. You can click this number to open the invoice.
• Associated profile: The guest or company profile associated with the invoiced charges. Note: This field is blank if there is more than one profile associated with the charges.
• Status: The invoice status, such as, Unpaid, Partially paid, or Overdue.
• Due date: The due date of the invoice.
• Days aging: Indicates the balance due. The location of the balance in this table indicates how much time has passed since the invoice creation and the reporting date.
  There are 4 aging categories:
  • 0-30 days old
  • 31-60 days old
  • 61-90 days old
  • More than 90 days old
• Reminders: The date of the most recent invoice payment reminder.
• Invoice amount: Original total amount on the invoice. Note: If this amount is in a row containing the owner’s name, it is the sum of all invoices associated with that owner. If the amount is in a row containing a single invoice, it is the total amount for only that invoice.
• Outstanding balance: The remaining balance that the invoice owner owes your property, minus any partial payments. Note: If this balance is in a row containing the owner’s name, it is the sum of all owed balances for that owner. If the balance is in a row containing a single invoice, it is the remaining balance for only that invoice.
  
  

Exporting the City ledger

To export the City ledger:

• Click  , then fill in the following fields:
  • Format: Click to export in Excel, CSV or JSON formats.
  • Date: Click to select the date you want to export.
  • Owner: Enter a name to search for a specific invoice owner. Click to confirm. Note: If you add an owner, the export only includes data from the specified owner.
  • Owner type: Click to select the owner types you want to export.
  • Aging: Check the boxes to export invoices in specific aging categories.
    
     
    
    
• Click Export to confirm the export.
  
  

Note: Mews plans to add support for printing and creating export schedules at a later date.

Using the City ledger

The City ledger shows you an overview of all unpaid invoices for today’s date or you can click the  icon on the date picker to select a specific past date. On this screen, you can view:

• Outstanding balance: The total amount of unpaid invoices for your property on a given date.
• Invoice status: A breakdown of Invoice status by percentage. Mews divides these into three sub-categories:
  • Unpaid: The owner has not paid the invoice.
  • Partially paid: The owner has paid a portion of the invoice.
  • Overdue: The customer has not fully paid the invoice, and the reporting date is past the due date.
• Aging: The amount of time that has passed since you created the invoice until the selected reporting date. Click the % button to see the percentage of invoices in each aging category. Click the currency button to see total of invoice. Note: This measures the time elapsed since the creation of the invoice, not since the due date of the invoice balances due for each aging category. 

 

Sending a single invoice reminder 

To select an invoice reminder: 

1. Click the checkbox next to the invoice you want to send a reminder for. 
2. When you select an invoice, a blue banner appears confirming the invoice selection. 
3. Click Send reminder to send an email reminder with a payment link to the invoice owner. 

Note: Mews sends the email using the Invoice reminder template. Learn more in our help article Customize your emails using mail templates in Mews Operations.  

 

 

Processing invoice payments

Learn how to pay invoices from the City ledger in our help article here.

Viewing the City ledger on a past date

You can view the City ledger according to specific dates by using the date picker.

  

When viewing a past date, the data in the ledger reflects the situation on that date and Mews deactivates the owner and invoice actions in the menu of each row.

Note: The only exception to this is the Reminder sent date which always reflects the date when you sent the last reminder. All other columns only show the data as at the selected date.