To transfer any prepayments or outstanding balances from your old property management system, you need to manually enter them into Mews as external payments or with the Mews deposit functionality.

• If you have already declared VAT for your future stays, you need to use the deposit functionality.
• If you haven’t declared VAT yet, you need to post an external payment.

Posting external payments when VAT is not declared

Step 1: Create an accounting category for the prepayments 

1. Go to the Main menu > Settings > Property.  
2. Click on the Finance drop-down and select Accounting categories. 
3. Click on the plus button to create a new accounting category dedicated to these prepayments in particular. 

Step 2: Enable Cross settlement

1. Go to the Main menu > Settings > Property. 
2. Click on the Finance drop-down and click on Accounting configuration. 
3. In the External payment types field make sure to enable Cross settlement from the drop-down menu.

Step 3: Set the respective accounting category  

1. In the same Accounting configuration page, scroll down to External payments field and click on the drop-down for Cross settlement. 
2. Choose the Accounting category that you created. 

Step 4: Create customer or company profiles 

You need to create the respective customer or company profiles to charge these balances. 

• If you are using an import file, import them together with the reservation, for any future stays. 
• If you are creating the bookings manually, create the customer profiles along with the reservation. 
• You need to manually create paymasters in the system for company billing. 
• For any open balances concerning past reservations outside your editable history window, you need to manually create the customer profile in the system. You can learn how to create customer profiles here and company profiles here.  

Step 5: Post the balances 

1. Search for your client.
2. Navigate to the Billing tab. 
3. Go to Payments and select External payments. 
4. Replect the amount that was paid, select the type Cross-Settlement and click Create. 

Step 6: Check all the transferred balances 

After posting all the payments run an Accounting report grouped by accounting category to compare the final amounts with the report from your previous property management system to ensure that the balance is correct. 
 

Step 7: Close the bill in your old PMS 

1. Shorten the customer’s reservation in the old property management system and close that bill in agreement with your accountant. 
2. Obtain a report containing these payments. 
3. Create the remainder of the nights using the reservation night rate in Mews and inform the guest that they would receive two bills. 

You have now transferred payments from an old PMS if you haven't declared VAT.