Understanding Company profiles

Company profiles in Mews Operations play an important role in efficiently managing organizational data. By understanding and utilizing these profiles, hotel staff and property managers can streamline the handling of reservations, billing, and compliance documentation. You can access company profiles via the main menu  > Profiles > Companies or through the search bar. You can create, modify, or delete profiles as needed. 

In this article, you can learn about the following company profile features:

• Dashboard
• Company details
  • Merge
• Additional info
• Related contacts
• Contract
• Payments
  • Payments overview
  • Payment requests
  • Payment methods
• Billing
  • Create or modify a bill
  • Preview a bill
  • Process payment for a bill
  • Issue bill invoice
• Action log

Dashboard

You can use the Dashboard to keep track of all the company's closed bills and orders. You can also add new orders straight from this section.

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.
4. You new order will appear instantly on the dashboard.

Company details

The Details section allows you to add more details to the company profile, such as contact details, fiscal information, and addresses. Make sure to click Save after you finish filling in the fields.

 

Merge

Having multiple profiles for one company can cause errors in reporting. You can use the merge option to clean up your data and ensure a clear overview of all your corporate accounts.

To merge duplicate company profiles into one company profile:

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 choose the profile that you want to keep. Click Keep this profile. Note: It is not possible to undo the merger, so this action should be taken with the appropriate precautions. 

3. Click Merge to confirm the action. Your new order appears instantly on the dashboard.

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 these fields into the merged profile. 
• A company that has a mother company assigned cannot be merged. If you wish to proceed with the merger, open its profile and remove its parent company from the Mother company field.

 

Additional info

 

The Additional info section allows you to add company contact, classification, and OTA information. Set the IATA number and add payment and credit limit options.

 

Related contacts

The Related contacts section allows you to add multiple contacts to the company profile.

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.

To create a Related contact:

1. Open a company profile.
2. Go to the Related contacts tab and click the + button.
3. Find the Customer profile and click Add.

Note: Make sure to create a Customer profile before you add a Related contact.

 

Contract

To upload a contract to a company profile:

1. Open a company profile.
2. Go to the Contract tab.
3. Click the + button.
4. Add Negotiated rates, Contract start date, and Contract end date. Choose the file to upload.
5. Click Create to save changes.

Note: Negotiated rates, Contract start date, and Contract end date are optional fields.
 

Payments

From the Payments screen, you can create, view and manage payments, payment requests and payment methods for a company profile. 

You can take payments for company profiles using all supported payment methods, including cards, SEPA direct debit, Apple Pay, Google Pay and iDEAL. 

There are three tabs in this section: Overview, Requests and Methods.

 

Overview

From the Overview tab, you can process payments and pre-authorizations, view and manage payment transactions, and take several actions such as issuing refunds or linking a payment to a reservation. The Overview tab contains three tables: Payments, Preauthorizations, and Payment requests.

 

 

Payments

The Payments table contains a list of pending and completed payments.

• In the  menu in the Actions column of a payment, you can click:
  • to link the payment to invoice.
  •  to process a full or partial refund.
• To process a payment from the Payments table:
  1. Click Process payments to take a payment via Mews Payments , or click  to add an external payment.
  2. Enter payment details and click Submit.

Preauthorizations

The Preauthorizations table contains a list of pending and completed preauthorizations.

• In the the menu in the Actions column of an authorization you can click:
  •  to charge the payment method.
  • to update the preauthorization details.
  •  to cancel the preauthorization.
• To process a preauthorization:
  1. Click Preauthorize to take a preauthorization via Mews Payments , or click  to add an external preauthorization.
  2. Enter payment details and click Submit.

Payment requests

The Payment attempts table contains a list of failed payment attempts.

• In the menu in the Actions column of a payment attempt, you can click:
  • to resend the payment request email.
  • to cancel the payment request.

Requests

From the Requests tab you can view, manage, and create payment requests. The Payment requests table contains a list of pending payment requests.

• In the menu in the Actions column of a payment request, you can click:
  •  to cancel the payment request.
• To create a payment request:
  1. Click +Payment request in the payment requests table.
  2. Enter the payment request details and click Submit.

Methods

In the Methods tab you can view, manage, and add payment methods. The Payment methods table contains a list of all saved payment methods for the company profile.

• In the menu in the Actions column of a payment method, you can click:
  •  to process a payment.
  •  to process a preauthorization.
  •  to add an external payment.
  • to add an external authorization.
  • to deactivate the payment method.
  •  to remove the payment method from the company profile.
• To add a new payment method:
  • Click + Create method in the Payment methods table.
  • Enter payment method details and click Submit.

Billing

From the Billing section you can create new bills for a company, and manage their existing, open bills.

Create or modify a bill

To create a new company bill, click + Add bill.

To add products to a bill:

1. Click on the bill.
2. Click + Add product and select the type of products you want to add.
3. Select the currency, the amount, and the products to include.
4. Click Create.

You can learn more about making changes to open bills here.

Preview a bill

Click  Preview to generate a preview of the bill.

Process payment for a bill

To process a payment for a bill:

• Click Process payment to process via Mews Payments.

Note:

• • Online payment only supports cards and SEPA Direct Debit.
  • Payment request supports all available payment methods including cards, SEPA Direct Debit, Apple Pay, Google Pay, and iDEAL.
  • You can also send a payment request with a payment link from the Requests tab of the Payments section.
    
    
• Click then Add external payment to take a payment outside of Mews.

Issue bill invoice

To issue an invoice for a bill:

• Click Issue invoice to send a regular invoice. Note: Invoices support payment links for the company to make a payment using all supported payment methods. Learn more about sending payment requests via invoices here.
• Click then Issue proforma to send a proforma invoice.

Review the bill owner and associated profile under the bill name. Learn more about bill owners and profiles here.

 

Action log

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

To access the Action log, open a company profile, and go to the Action log tab.
 

You can learn about how to create, modify or delete a company profile here.