Understanding group billing

AccountingMews Operations

Group billing allows you to:

  • See all the bills from a group in one place.
  • Move multiple bill items at once. You can even move bill items from all the guests on a bill to the booker in one go.
  • Close bills in a flash with more intuitive navigation and faster load times.


In this article you can learn about:

 



Group billing overview

To use group billing, open a group reservation and go to the Billing tab. You can view the group name across the top of the screen.

Tip: You can change this in the Group tab of the reservation.

You can see a list of every group member and their bills.

  • Guests with open bills are at the top of the list.
  • Guests with balanced bills are at the bottom of the list.
  • All other guests are ordered alphabetically in between.
 

Using group billing

  • Click on a bill to expand it and see the products on it.
  • Take payments, including preauthorizations.
  • Click All guest's bills to see every one of a guest's bills, including their individual future bills, which you can’t see in group billing.

Note: A bill with the Unassigned label means that you have not previewed it or issued an invoice for it yet. You can take payments and close bills as normal with unassigned items. However, for now, Mews won't close them by automatic settlements. This is an expected later update of group billing. 

 

Adding items to a bill

To add items to a customer's bill:

  1. Locate the customer's name in group billing.
  2. Open the bill you want to add the item to:
  • To add to an existing bill: Click on any of the bills listed under their name to expand it.
  • To add to a new bill, if they don't have any bills: Click + Bill next to their name.
  1. Click + Add product, and choose the product and quantity.

 

Moving bill items

With group billing, you can move items from multiple guests in one go.

For example, you could Move all items from every guest in the group to the booker or a paymaster account.

 

Moving bill items to another profile

You move bill items to another guest or to a company in the same way. When you search for the target profile, select the correct guest or choose the company.

  1. Locate the item or items you want to move.

  2. Select the checkbox next to each item.

  3. Select Move selected items at the bottom of the screen.

  4. Search for the profile you want to move the items to.

  5. Select the correct guest or select company from the search results.

  6. Select an open bill or select Move to new bill. You can move items to:

    • Another guest in the same group

    • A non-staying booker

    • A paymaster account

    • A company profile

Note: When you make someone the owner of a reservation, Mews automatically moves bill items to their profile.

 

FAQs

How does the group billing logic decide which bill items to show on the screen?

Group billing uses specific rules to decide whether bills are related to reservation groups. The new linking payments to reservations and linking products to reservations features have allowed Mews to refine the logic to improve accuracy and ensure that the system displays only relevant information. 

 

Summary of rules: 

  1. The system displays bills related to any reservation in the group:
    1. The bill contains an item from any reservation in the group.
    2. The bill contains an order item linked to any reservation in the group via an additional service order.
    3. The bill contains a payment linked to any reservation in the group. 
  1. The system always displays the entire bill:
    • If a bill includes any items linked to a reservation in the group, the entire bill appears on the group billing screen. This means:
      • Items from other groups.
      • Items not linked to any reservation or group.
      • Payments linked to other groups or not linked to anything.
    • All of these items appear as part of the entire bill when the system links any part of the bill to the group.

Examples: 

    • Example for Rule 1a: Reservation items the system intrinsically links to a reservation, for example, the night itself or a breakfast item.


    • Example for Rule 1b: A product linked to a reservation when you add it to a bill using the following functionality:


 It then appears under the linked reservation:

 


 

    • Example for Rule 1c: When you add a payment, you can link it to a reservation.


    • Example for Rule 2: In the following example, the reservation in the group is 9466. Suppose the items related to that reservation are on a bill, along with other items. In that case, the system shows the whole bill in the group even though the system links other items in the bill to other reservations and, therefore, different groups.


 

You can learn more about moving bill items here.

 
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