Create, modify or delete a company profile

Mews Operations

You can create company profiles to:

  • Create reservations with company rates.
  • Track reservations, bills, orders, and statistics for a specific company.
  • Invoice companies when they pay for business travelers.
Mews shares company profiles across all of the property accounts in an enterprise, so you won't need to create them again in each property.

Note:
  • To manage companies, you need the Create and manage customers and companies permission.
  • Some channel managers can send reservations with both the company and the travel agency attached. You can contact your channel manager to enquire whether they support this. 
  • Be careful not to create duplicate profiles. When creating a new travel agency, be careful that one with the same name, IATA, or channel mapping doesn't exist already. If duplicates exist, and the system picks up the wrong profile when new reservations come in, it skips the commission calculation linked to the profile. This creates a reservation with the wrong price.

In this article you can learn about how to:

 

Create a company profile

To create a bill in a company profile:
  1. In Mews Operations, go to the main menu Screenshot_2.png > Profiles > Companies.
  2. Click + .
  3. Enter Name, a required field. You can fill in other fields as required.
  4. Click Create. This creates the company profile.
  5. In the company profile page that opens, you can fill in any other relevant fields in the various tabs. Refer to the explanation of the fields in detail in the table below. 
  6. Click Save.
Note:
  • It takes up to 1 minute for a newly created Company profile to show up in search results.
  • If you want to connect the company to your external accounting software:
    • Fill in the Tax identifier and Accounting code fields.
  • If you want to connect the company to a channel manager:
    • Fill in the Channel field in the Additional Info tab.
 

Explanation of fields  

Dashboard

Use the Dashboard to:
  • view the company's closed bills and non-bookable orders.
  • add a new order.
To create a new order:
  1. Click + and select the service you want to create an order for.
  2. Fill in all the necessary details, including the currency and the amount.
  3. Click Create.
 

Details

You can use this section to add more details to the company profile. Make sure to click Save after you fill in the fields.

Contact info

FieldDescription
Company nameThe name of the company.
Mother company nameIf the company you are creating is a part of another larger company, select the mother company from this drop-down.

Note: You need to create the company profile for the mother company before you can do this. 
DepartmentThe name of the department. For example, Marketing or Accounting.
Invoicing emailThe email to use for invoicing.
WebsiteCompany's website.
Reference IDReference ID.
TelephoneCompany's phone number.
External IdentifierCompany's external identifier.
NotesEnter any additional notes. For example, contract details or useful statistics.
 

Fiscal

FieldDescription
Fiscal identifierEnter the company's registration number within the "Chamber of Commerce," also known as the debtor number.
Note: Not all countries may require this.
Accounting codeCompany's accounting code.
Tax identifierCompany's tax identifier, for use in the external accounting software.
Additional tax identifierCompany's additional tax identifier if your external accounting software requires it.
Billing codeA unique code for Mews to list on invoices it sends to the company. The company can then easily recognize that the invoices are from your property.
DUNSGlobal unique identifier for the company.
 

Addresses

To add an address to the Company profile:

  1. Click on the image.png icon.
  2. You can speed up adding the address using the "Find address by typing here" field. Mews searches for the matching address in the database and populates the fields accordingly. You can also manually fill in the relevant fields: Address, City, Postal code, and Country. 
  3. Click Create.
 

Merge

You can merge duplicate accounts into one Company profile. It is not possible to undo the merge, so make sure to verify details before merging profiles.
 
To merge duplicate company profiles: 

  1. Open a Company profile. Enter the name of the duplicate profile in the Merge section. Choose the duplicated profile and click Merge. 
  2. Compare the duplicate profiles and verify the details. Choose the profile that you want to keep. Click Keep this profile.
  3. Click Merge to confirm the action. 

Note:  

  • The profile you choose by clicking Keep this profile overrides the fields from the duplicated profile. If some fields are empty in one of the profiles but filled out in the other, Mews copies the filled-out fields into the merged profile. 
  • You cannot merge a company that has a mother company assigned. If you wish to proceed with the merger, open its profile and remove its parent company from the Mother company field.

Additional info

FieldDescription
Contact nameEnter the name of the main contact person for this company.
ClassificationSelect one of the following classification options: 
  • Corporate
  • Global Distribution System
  • Inactive
  • Internal
  • Marketing
  • Online Travel Agency
  • Private
Note: Classifications are for labeling purposes only. For example, you can still invoice an Inactive company or use it for upcoming bookings.
 
Contact infoEnter any additional contact information. For example, other email addresses or links to the company's social media accounts.
ChannelIf the company you are adding is an OTA, select it from this drop-down to ensure that Mews correctly maps it to its channel.
IATA

If the company you are adding is a travel agency, enter the IATA number. Fill this field so that Mews Operations automatically recognizes it as a travel agency. Note: IATA numbers need to be unique across Mews. Multiple profiles cannot share the same IATA number. 

When creating a new reservation, typing in the unique IATA number of the company in the Travel agency field quickly locates the correct travel agent contract. You can learn more about creating a new reservation here. 

 

Payment

FieldDescription
Invoice due intervalEnter the duration in days within which you expect the customer to settle the invoice after issuing.
OptionsChoose from the following available options:
  • Add fees to invoices: Choosing this option only adds information that the company needs invoicing with a fee. You still need to invoice the fee manually.
  • Invoiceable: Choose this option to issue invoices for this profile.
 

Credit limit

FieldDescription
Credit limitEnter the amount of credit limit for the company.
CurrencySelect the credit limit currency from the drop-down.
Credit ratingsSet a recommendation on a company's financial health. This is similar to the financial rating by Moody's credit rating.
 

Related contacts

One corporate account can have multiple contact people for different purposes. You might need the contact details of sales representatives, project coordinators, or the CEO. Save these contacts as Customer profiles and link them to the Company profile from this field.

  1. Click the + button.
  2. Find the customer profile and click Add.
Note: Make sure to create a customer profile before you add a Related contact.
 

Contract

You can keep all the contracts with this company in this section.

To upload a contract:
  1. Click the + button.
  2. Add Negotiated rates, Contract start date, and Contract end date. Choose the file to upload.
  3. Click Create to save changes.

Payments

This section shows you all the recorded payment transactions.

To add a new payment:
  1. Click the + Payments button.
  2. Select the type of payment you want to add.
  3. Fill in the required details, then click Create.

Billing


You can create company bills and keep track of all open bills using this section.
  • To create a new company bill, click + Bill.
  • To add products to the bill:
  1. Click on the bill.
  2. Click + Add product and select the service containing the products you want to add.
  3. Select the currency, the amount, and the products to include.
  4. Click Create.
 

Action log

The action log shows you all the details about changes made to the company profile.
 

Modify a company profile

  1. In Mews Operations, go to the main menu Screenshot_2.png > Profiles > Companies.
  2. Click on the company you want to update.
  3. Update the company details.
  4. Click Save.

Note:

  • Mews sends an error message if you attempt to modify a travel agency that shares an identical IATA number with another profile.
  • Mews prohibits you from saving the profile until you remove or correct the IATA number.
 

Delete a company profile

  1. In Mews Operations, go to the main menu Screenshot_2.png > Profiles > Companies.
  2. Click on the company you want to delete.
  3. Click on the image.png  Delete icon.
  4. Confirm by clicking Delete.
Note:
  • You cannot delete a company that has open bills with items, or closed bills assigned.
  • Once you delete a company you cannot assign it to reservations. But Mews still assigns it to any future reservations already attached to the company before its deletion. 


You can learn more about how to route products to company bills here. 
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