The accounting configuration in Mews Operations: An overview of the settings

AccountingMews PaymentsMews Operations

The accounting configuration in Mews Operations involves setting up and managing financial accounts, configuring payment methods, and handling revenue and expenses. You can use the accounting configuration in Mews to view and update all your enterprise-level accounting settings to ensure accurate financial reporting and compliance. This setup is crucial during the initial implementation phase or whenever financial policies or payment methods change. Proper configuration streamlines financial operations, enhances accuracy, and ensures a seamless flow of financial information.
 

In this article you can learn about:

 

Viewing and updating the accounting configuration

To view the accounting configuration and update your settings:

  1. In Mews Operations, go to the main menu  > Settings > Property > Finance.
  2. Click on Accounting configuration.
  3. Click General settings or Accounting categories.
  4. Update all relevant fields. See the table below for a detailed explanation of the fields.
  5. Click Save.

 

Overview of the accounting configuration settings

 

General settings

Fields marked * are mandatory. 

Options  
  • Select Display employee name on bills and invoices if you want bills and invoices to list the name of the employee who issues them.
  • Select Optional credit card payment details if you don't want to require Receipt identifier details when posting manual card payments, to speed up the check-in /check-out process. 
  • Select Receivable tracking enabled to enable payment tracking for outstanding invoices and their respective due dates.
  • Select Require accounting category setup to require all products and services to be connected to an accounting category when created.
  • Select Group taxes on the bill to group matching taxes on the bill or invoice. Note: This option displays only for legal environments with multiple taxes.

Pricing*

Mews supports both net and gross pricing:

  • For net pricing, the price you set up for a product or service is the cost before taxes. Mews shows the final price as the net amount plus tax.
  • For gross pricing, the price you set for a product or service is final and already includes tax. 

 You can learn more about tax calculation in Mews here. 
 
Note: Mews sets your pricing strategy when building your property, and it is not possible to change it later.

Tax precision

Note: This option is not available for properties based in the US.
  • Enter the number of decimal places for tax calculations.
  • Depending on your accounting preferences, you can also choose a higher number for increased precision in tax calculations.
  • Leave this field blank to use the default rounding precision, defined by the coins and banknotes available in your accounting currency. Note: If you change your tax precision, it affects the tax calculations from that point onward but does not affect calculations before the change. 

Accounting editable history window

The accounting editable history window (AEHW) is a setting that determines how far back in time you can modify accounting items.
  • This window only allows you to modify items on open bills.
  • You cannot modify reservations with items on closed bills. 
    • To make corrections to a closed bill, you need to rebate that bill.  

External payment types

Choose the external payment types you want to accept at your property. 

Note:
  • The available external payment types may vary depending on your legal environment.
  • In France, the Unspecified external payment type is unavailable for selection.   

Invoice payment request configuration

Uncheck the Add payment request link box to remove the secure payment link Mews embeds directly in issued invoices.

Invoice payment methods

Click to select the preferred payment methods you make available to customers paying through the secure payment link Mews embeds directly in issued invoices.

Invoice due interval

Enter the number of days for settling an invoice after issuing it.

Tax rounding correction 

Note:  Applying tax rounding correction on bills is available for properties using gross pricing that are not in the DACH region.

  • Apply tax rounding to: Choose if you want to apply tax rounding correction for all or no bills. 
  • Tax rounding adjustment label: Enter the text label you want to show on bills and invoices. If empty, any non-zero rounding correction appears next to the default “Round-off” label. 

 

Once enabled, the system automatically applies tax rounding correction to all newly issued bills and invoices. 

Tax rate codes

Enter a code for each tax rate to map it to your external accounting software.

Default invoice counter

Choose the counter you want to automatically apply to every invoice. Counters do not automatically appear on invoices unless you select this option. 

Note: You can select a different counter if necessary, when you review the invoice before issuing.

Bill header

Enter your custom header in HTML that appears at the top of all bills. 

Bill footer

Enter your custom footer in HTML that appears at the bottom of all bills. 

Fixed Footer

Footer text displays at the bottom of each page of the bill. Ensure the bottom margin is set to accommodate the height of your footer.

Address position

To set the invoice address position, select one of the following from the dropdown menu:

  • Top left
  • Top right

Top print margin for bills

Choose how large you want the top margin to be, in millimeters.

Side print margin for bills

Choose how large you want the left and right margins to be, in millimeters.

Bottom print margin for bills

Choose how large you want the bottom margin to be, in millimeters.

You can add the following accounting information in every invoice header.

Note: In France, this information appears in bills, bill previews, invoices, and proformas.  

Additional tax identifier

Enter the company's additional tax identifier for your external accounting software.

Company name

Enter your company name.

Note: In France, the company name is a required field.

Account number

Enter your bank account number.

Bank name

Enter your bank name.

IBAN

Enter your bank IBAN.

BIC

Enter your bank BIC.

 

Accounting categories

Fields marked * are mandatory.

Cash payment

Select the accounting category for cash payments. 

Invoice payment

Select the accounting category for invoice payments.

Unspecified card payment

Select the accounting category for any card payment via terminal.

Note: This option is unavailable for properties based in France.

Additional expenses

Select the default accounting categories for additional expenses, such as cancellation fees and city tax, explained in detail here.  

Gateway payments

Select the accounting categories for online payments with specific card types via Mews Payments. 

Mews Terminal payments

Select the accounting categories for payments with specific card types via Mews Terminal.

External payments

Select the accounting categories for each external payment type you accept at your property. 

Alternative payments

If you have enabled the alternative payment type iDEAL at your property, select the accounting category for it.

 

Billing management

Fields marked * are mandatory.

Bill closing*

From the dropdown menu, click to select:

  • Always allowed if you want to allow closing bills anytime, even on non-consumption of items on them, for example, for a future stay.  
  • Only with consumed items to allow closing bills only on consumption of the items on them. Note: If you select this option, you won't be able to close bills with stay items until the day of departure. After closing the bill, you won't be able to make changes to the reservation it is attached to.   
  • Only with consumed items half-day window if you only want to allow closing bills up to 12 hours before consumption of the items on them. Note: If you select this option, you won't be able to close a bill with stay items on it until the day of departure. After closing the bill, you won't be able to make changes to the reservation it is attached to.

Allow modifying closed bills
  • Click the slider switch on to reassign and modify bills even after closing them.

Send system-closed bills automatically after check out
  • Click the slider switch on to automatically email system-closed check-out bills to the bill owner, if their email address is stored.
Note:
  • When the feature is on, the system checks the Email balanced bills box during check-out by default. If required, you can manually deselect the option when you go through the manual check-out flow.
  • How many bills Mews emails depends on your system setup and whether you configure bills to close automatically during checkout. Learn more in How to automatically send bills during check-out in Mews Operations.

Split VAT summary by classification
  • Click the slider switch on to show VAT total by classification in the VAT summary on bills and invoices. This applies to all guest and company bills. 

Tax declaration on deposits
  • Click the slider switch on to enable deposits to record prepayments correctly and handle taxes per accounting rules.
  • Click the slider switch off to remove deposit options and tax handling.

Note: You can only click the slider switch off if you do not have automatic tax deposits enabled on any rate group. If you have automatic tax deposits enabled for at least one rate group, Mews displays an error message. To resolve the issue, first remove the automatic tax deposits from the rate group.

Separate deposits on bill
  • Click the slider switch on to create a separate section for Deposits on all your bills.

 

 
You can learn more about creating an accounting category here.
 
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