This article provides details on the MEWS PMS to QuickBooks accounting integration. The accounting integration transfers data from MEWS to QuickBooks via an API-connection.

Table of Contents

PART 1: General setup process of the integration

PART 2: Determining the preferred accounting flow: Closed flow or Consumed flow

PART 3: Finish your MEWS (accounting) setup

PART 4: (Accounting) information necessary to build the MEWS to QuickBooks integration

PART 5: Reconciliation of accounting data sent to QuickBooks

PART 6: Other features and configurable items

The start-to-end process of the MEWS to QuickBooks accounting integration goes as follows:

1.1 Request the QuickBooks integration from the MEWS Marketplace

Omniboost will automatically receive the integration request and consequently reach out to you.

1.2 Share your preferred accounting flow with Omniboost

Please see PART 2 of this article.

1.3 Finish your MEWS (accounting) setup

Please see PART 3 of this article.

1.4 Provide the necessary (accounting) information with Omniboost

Please see PART 4 of this article.

1.5 Omniboost to build the accounting integration

Once the preferred accounting flow and required accounting information are available, the accounting integration can be setup by your Omniboost contact person within several business days.

1.6 Omniboost to send test entries to your QuickBooks environment and verification of test entries by your accounting department

Once there is accounting data available in the MEWS Accounting report, the integration is able to send over test accounting entries to your QuickBooks environment.

These test entries usually consist of some journal entries (and Sales entries along with debtor information in case you would like to transfer Accounts Receivable information) and can be verified by your accounting department.

1.7 Integration to be activated by Omniboost

Once your accounting department has verified the test entries and these are correct, your Omniboost contact person can activate the accounting integration. This means that the integration will fully automatically send over the accounting data to your QuickBooks environment on a daily basis.

Please note that the time of sending over this accounting data (on a daily basis) is usually early in the morning in your local timezone. In case you prefer a specific time, please reach out to your Omniboost contact person.

The days-delay with which the accounting integration will send over data from MEWS to your QuickBooks environment, will depend on the Accounting Editable History Window settings in MEWS. Please see this article for a more detailed explanation.

Before Omniboost can build the MEWS to QuickBooks accounting integration, you need to specify your preferred accounting flow. Please see PART 2 of this article named ‘Supported Accounting Flows’ and let us know which accounting flow you prefer.

Before Omniboost can test the MEWS to QuickBooks accounting integration, you need to specify finish your MEWS (accounting) setup. Please see PART 1 of this article named ‘MEWS Accounting setup’.

In order to correctly transfer the accounting data from MEWS to QuickBooks, several pieces of accounting information are required. Please find those items below and provide them to your Omniboost contact person.

4.1 Do you prefer a Closed or Consumed accounting flow?

Please see PART 2 of this article.

4.2 Please provide us a Guest Ledger account code. Please see this article which explains the guest ledger account.

Please note that the Guest ledger account should not be created in MEWS. Instead, please provide us the guest ledger account code so that we can enter it into the accounting integration.

It is not always necessary to provide us with a Guest ledger account code. In the case of Closed accounting flows for example, it is generally not necessary to use a Guest Ledger account code. Your Omniboost contact person will be able to determine whether a Guest ledger account needs to be used or not.

4.3 Please let us know whether the integration should include Accounts Receivable (A/R) information.

Accounts Receivable information consists of sales invoices and the information of the corresponding debtor accounts. The integration is able to send over invoices* to QuickBooks via two ways:

*By default, invoices are sent over to QuickBooks as Sales entries. The reason for this is that VAT amounts are part of the journal entries that are sent over to QuickBooks. If the connection would send over actual invoices with VAT on the invoice lines to QuickBooks, VAT would be accounted for twice in the accounting platform. In order to prevent this from happening, the connection sends over a Sales entry rather than an actual Invoice.

Only within the Closed Bills and Invoices accounting flow, invoices are sent over as actual invoices to QuickBooks.

In case you prefer invoice amounts to be sent over as part of the general journal entries, please reach out to your Omniboost contact person.

4.4 Please activate the QuickBooks Oauth-link as provided by your Omniboost Contact person.

The MEWS PMS to QuickBooks accounting integration is based on an API-connection which means that accounting data can be automatically pushed into your QuickBooks environment. Please note that all entries which are pushed into your QuickBooks environment, are draft entries. This means that you are always able to modify or remove these entries in case this is necessary.

In order to establish this API-connection, your Omniboost contact person will reach out to you with the request to activate a QuickBooks Oauth-link. Please note that activation of this link only enables the Omniboost accounting integration to push data into your QuickBooks environment. It does not give anyone from Omniboost access to the environment itself.

4.5 Please provide us VAT and/or Tax ledger accounts codes

Depending on the accounting standards in your country, VAT and/or Taxes are applied to hotel revenues. We have built a VAT and/or Tax mapping in our accounting integrations to ensure a correct transfer of VAT and/or Tax amounts.

By default, the integration posts VAT and/or Tax amounts to VAT/Tax ledger accounts which exist in the chart of accounts of your QuickBooks environment. These ledger accounts are entered by Omniboost in the integration's mapping. We therefore ask you to provide us with a ledger account code for each VAT and/or Tax rate applicable to your hotel revenues. It is also possible to use the same ledger account code for multiple VAT/Tax rates.

In case you prefer the accounting integration to send over VAT and/or Tax amounts in a different way (for example by using VAT/Tax Codes), please reach out to your Omniboost contact person.

Also please note that the above-mentioned VAT/Tax ledger accounts should not be created in your MEWS environment.

4.6 Please let us know how many digits debtor numbers should be

In case you want the integration to send over Accounts Receivable information to QuickBooks (i.e. invoices along with debtor information), we can let the accounting integration generate debtor numbers.

The integration is able to determine the length of debtor numbers. For example, 7-digits or 8-digits. Please let us know how many digits you would like debtor numbers to be.

4.7 Please let us know whether debtor numbers should have a prefix

We can also let the integration determine a (fixed) prefix for debtor numbers. For example, if you want every debtor number to start with the number 20, we enter 20 as prefix in the accounting integration. Please note that you are not required to choose a prefix for debtor numbers.

4.8 Please provide us a Fallback ledger account for revenues.

Please see this article for a detailed explanation regarding the fallback ledgers.

4.9 Please provide us a Fallback ledger account for payments.

Please see this article for a detailed explanation regarding the fallback ledgers.

The below summarizes the required accounting information described above.

Reconciling Journal entries

In case the integration runs on a Closed accounting flow based on journal entries or Consumed accounting flow, MEWS accounting data can be reconciled with the journal entries in QuickBooks as sent over by the Omniboost accounting integration by looking at the MEWS Accounting Report.

Please note that by default, we let the accounting integration extract data from the Accounting report on a 12:00AM to 12:00AM basis (as seen in the below images). In this case, we therefore consider 12AM to be the end-of-day for your hotel.

In case you would prefer a different end-of-day (for example 02:00AM, which means that we extract data from the Accounting report on a 02:00AM to 02:00AM basis) please reach out to your Omniboost contact person.

In case the integration uses a Closed accounting flow (based on journal entries), you should run the Accounting report as follows:

In case the integration uses a Consumed accounting flow, you should run the Accounting report as follows:

In case the integration runs on a Closed accounting flow based on Bills and Invoices,

MEWS accounting data can be reconciled with the data in QuickBooks as sent over by the Omniboost accounting integration by looking at the MEWS Bills & Invoices overview.

Please note that the MEWS Accounting report shows revenues (and payments) based on an accounting category level. The Bills and invoices overview provides the same information; however, it does so based on the level of individual bills and invoices.

Please find below an overview of configurable items and features that the MEWS to QuickBooks integration can support. In case you would like to use any of these features, please reach out to you Omniboost contact or support@omniboost.io in general.

1. The name of the Journal Entry sent over to QuickBooks

Please reach out to you Omniboost contact person in case you would like to change the daily journal entry name that arrives in your QuickBooks environment.

1. Sending over credit card commission fees separately to QuickBooks

Generally, credit card providers (for example Visa, Mastercard, etc.) charge small percentage fees on credit card transactions that they process. Credit card payments in the MEWS accounting report to which these fees apply, can therefore be considered as gross payment amounts. The actual amount that you will receive on your bank account, is slightly smaller than this gross payment amount.

Gross payment amount = Net payment amount (as received on your bank account) + credit card fees

The Omniboost accounting integration is able to split out the credit card fees from the gross payment amounts and to post these credit card fees on a ledger account specified by you. In case you would like to use this feature, please reach out to your Omniboost contact person and provide us the ledger account to which the integration can post the credit card fees.

Please note that the credit card fees sent over by the Omniboost accounting integration, are estimates of the actual commission fees. Therefore, the final commission fees can differ slightly from the estimated credit card commission fees.

2. Skipping revenues and/or payments

In case you want certain revenue or payment items not to be included in the export file, please let your Omniboost contact person know which items these are. We can skip revenue and/or payment items based on the ledger account code which is mapped to an accounting category in MEWS. In other words, we can skip revenues and/or payments on the accounting category level.

3. Send over revenues in a more (or less) detailed way

By default, the accounting integration will aggregate revenues belonging to the same accounting category to one (1) line in the export file. If you prefer to include the revenues in a more detailed way, please reach out to your Omniboost contact person.

4. Send over payments in a less (or more) detailed way

By default, the accounting integration includes every payment from the Accounting report as a single individual line in the export file. If you prefer to include the payments in a less detailed way, please reach out to your Omniboost contact person.

5. Currency Conversion

In case the default currency in your MEWS PMS environment differs from the default currency in your QuickBooks environment, please let us know. We can apply a currency conversation rate in the accounting integration. Please note that this is a fixed rate conversation and not a real-time one.