This article contains details on the Accounting Editable History Window (AEHW) in MEWS. More specifically, it explains how this window can affect accounting items in MEWS and thus the accounting data that Omniboost integrations extract from MEWS PMS.

Where to find the Accounting Editable History Window in MEWS?

Menu > Settings > Property > Finance > Accounting Configuration:

MEWS describes the Accounting Editable History Window as follows:

‘'Period of time that you can modify accounting items after consumption. After this time, items cannot be modified.''

In order to fully understand the above-mentioned items, we need to understand Services in MEWS as well. Via Menu > Settings > Services, we will find an overview of all Services setup in a MEWS environment.

Generally, a hotel has one (1) Bookable Service setup, named for example Stay or Accommodation. Some hotels have two Bookable Services setup. Also, one or (usually) multiple Additional Services are setup. This can for example be three Additional Services, but for example also seven or more.

The above means that in case a Service is not a Bookable service, it automatically is an Additional service, and vice versa.

An accounting item belonging to a Bookable or Additional service is any product or service belonging to that Bookable or Additional service.

Please find some examples of Service setups below:

The following rules apply concerning the relationship between Services, Accounting items, and the AEHW:

  • All accounting items belonging to the Bookable Service(s) have Check-in/Arrival time as offset for the Accounting Editable History Window (AEHW).

  • All accounting items belonging to the Additional Service(s) have midnight (i.e. 12AM) as offset for the Accounting Editable History Window (AEHW).

Important:

Please note that the above means that AEHW offset for Additional Service(s) is later than the AEHW offset for Bookable Service(s). Because the same AEHW length applies to both Additional and Bookable servies, this means that accounting items belonging to Additional Service(s) can be modified up to a later point than accounting items belonging to Bookable Service(s).

In other words:

  • The Accounting Editable History Window offset is different between Bookable Service(s) and Additional Service(s)

    • For Bookable Service(s) the offset is the Check-in/Arrival time

    • For Additional Service(s) the offset is 12:00AM (which is later than Check-in/Arrival time)

  • The Accounting Editable History Window length is similar between Bookable Service(s) and Additional Service(s)

We can think about the above-mentioned ‘offset’ as the moment in time from which the AEHW gets activated.

The Check-in/Arrival time can be looked up in a MEWS environment as follows:

Menu > Settings > Services > select the Bookable service. Then scroll down to the Reception part:

Practical Example(s)

As an example, let’s imagine a situation where the Accounting Editable History Window (AEHW) is set to 13 hours in MEWS. The Arrival time is set to 15:00 (PM) in MEWS. In this case, accounting items can be modified / adjusted until:

  • Accounting items belonging to the Bookable Service(s): 15:00PM + 13 = 04:00AM (the next day).

  • Accounting items belonging to the Additional Service(s): 12:00AM + 13 = 13:00PM (the next day).

Now imagine (still applying to the above practical example) that the time of sending over accounting data from MEWS to your accounting platform by the Omniboost accounting integration is 06:00AM. This would mean that:

  • Accounting items belonging to the Bookable Service(s) cannot be modified anymore at the time the integration sends data (06:00AM) because they can only be modified until 04:00AM.

  • Accounting items belonging to the Additional Service(s) can still be modified at the time the integration sends data (06:00AM) because they can be modified until 13:00PM.

In case you notice any discrepancies between the MEWS Accounting report data and the accounting data as transferred to your accounting platform by the Omniboost integration, please reach out to Omniboost immediately (support@omniboost.io)

Data transfer delay

Generally, the delay with which the Omniboost accounting integration sends over data from MEWS to your accounting platform is determined by adding one (1) day to the AEHW that is set in your MEWS environment. In practice, this means that there will be no discrepancies between the accounting data in MEWS and the data in your accounting platform. Please find an overview of Accounting Editable History Windows (as set in MEWS) and the respective delays of the Omniboost integration sending over data to your accounting platform, below:

Please note that it is also possible to set the Accounting Editable History Window to an X number of days and Y number of hours. For example, an AEHW of 1 day and 12 hours. In case you set an Accounting Editable History Window in MEWS anywhere in between full days, please reach out to your Omniboost contact person. Your contact person will be able to determine and explain the accounting integration delay (as corresponding to the AEHW you set in MEWS) to you.

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