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Enabling Mews Accounts Receivable Tracking

How to configure Omniboost Base so Mews receivable tracking correctly excludes external payments and keeps accounts receivable in sync

Summary

This guide explains the workflow for properties that want to track debtor management in both the PMS and their accounting platform using Mews' receivable tracking functionality. It also covers how to configure Omniboost with the correct information to enable this feature.

1. Requirements

This functionality requires the following:

  • Datev accounting, or Exact Online with the closed bills/invoice flow (Belgium only)

  • Receivable tracking enabled in the Mews accounting configuration

  • A dedicated payment method (usually external payment/wire transfer) linked to an accounting category

  • Accounts receivable already being transferred to the accounting platform, or ready to start via Omniboost

2. How It Works in the PMS

  1. Hotel staff issue an invoice for a debtor in the PMS

  2. The invoice payment is created automatically, as shown in the Order Items report below. Omniboost's accounting integration skips this payment and instead creates either an open sales entry in the accounting platform, or a central debtor account entry in the general journal, booked on a separate ledger or as part of the guest ledger.

  3. A receivable invoice payment is created at the same moment the invoice is issued (the first payment line in the screenshot below). When staff later link the bank transfer, a separate receivable invoice payment bill is created, including an external payment for the amount due on the invoice (highlighted in green). This also excludes the bank transfer itself (the external payment), so that in the accounting platform, the actual bank payment can be linked and reconciled against the open amount for this debtor that has already been transferred.

  4. The issued invoice also includes a payment confirmation with an audit trail to the receivable invoice payment bill (highlighted in green).

  5. The Order Items report also shows the payment linked to the payment method and accounting category selected in the Mews configuration (Accounting Category Setup and Accounting Configuration).

3. Setting Up This Functionality in Omniboost Base

To make sure the external payment (bank transfer/wire transfer) is skipped, at least one accounting category must be assigned. If your integration is already live, do this in your Base environment. If you're still onboarding, you'll find these fields in the onboarding form under step 5.

  1. Open the integration you want to enable from your overview in Base, then click the Integration Settings tab.

  2. Scroll down and enable the toggles "Include Accounts Receivables" and "Account Receivable tracking enabled in Mews?"

  3. In the "Skip this Mews Category" field, enter the identifier for the relevant category in Mews.

  4. To find this identifier: in Mews, open the details of the accounting category created specifically for wire transfer payments on outgoing invoices/credit notes. Copy the identifier at the end of the URL (example format: c2de9f75-0624-48af-a1b6-b23c411def7e), then paste it into the "Skip this Mews Category" field. This is the category that will be skipped in your Mews–Datev integration.

  5. Confirm the changes once the identifier has been added.

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