This article provides details on the MEWS PMS to DATEV accounting integration. The accounting integration transfers data from MEWS to DATEV via export files.

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 DATEV integration

PART 5: Reconciliation of export files

PART 6: Other features and configurable items

PART 1: General setup process of the integration

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

1.1 Request the DATEV 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 export files to your accounting department and verification of these files by your accounting department

Once there is accounting data available in the MEWS Accounting report, the integration is able to generate a test export file(s). These test export files will be sent over to you by email and can be verified by your accounting department. The file format is perfectly suited for an import into DATEV.

1.7 Integration to be activated by Omniboost (export files will be sent over automatically to your accounting department)

Once your accounting department has verified the test export file(s) and the files are correct, your Omniboost contact person can activate the accounting integration. This means that the integration will fully automatically generate and send over the export files to the recipient list of email address(es) provided by you.

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

Before Omniboost can build the MEWS to DATEV 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.

PART 3: Finish your MEWS (accounting) setup

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

PART 4: Necessary (Accounting) information

In order to correctly transfer the accounting data from MEWS to DATEV, 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.

4.3 Please provide us a Fallback ledger account for revenues.

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

4.4 Please provide us a Fallback ledger account for payments.

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

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

We can let the integration determine the length of debtor numbers. For example, 7-digits or 8-digits.

Please note that the minimum length of the debtor number should be equal to the length of the number of the most recently created company profiles in MEWS. These company profiles can be found in MEWS as follows:

MEWS Menu > Profiles > Companies

In the example above, the minimum length of the debtor number should be 6 digits.

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

We can 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.

Debtor number example

Let us say for example that:

  • The debtor's company number in MEWS is 28520

  • The debtor code length (as set in the accounting integration) is 7 digits

  • The debtor code prefix (as set in the accounting integration) is 20.

  • The debtor number that will be generated in this case is 2028520.

Let us look at another example.

  • Let us say that the debtor's company number in MEWS is 2852

  • The debtor code length (as set in the accounting integration) is 7 digits

  • The debtor code prefix (as set in the accounting integration) is 20.

  • The debtor number that will be generated in this case is 2002852.

  • So, in this example the company profile number in MEWS is 4 digits. In order to generate a debtor number with 7 digits, the integration will add an extra 0 to the debtor number.

4.7 DATEV Berater number

4.8 DATEV Mandant number

4.9 Do you prefer daily, weekly, or monthly export files?

4.10 Please provide us the email address(es) to which we should send the export files.

Please note that you can provide as many email address(es) as you want.

The below summarizes the required accounting information described above.

Accounting flow: Closed or Consumed?

Guest ledger account

Fallback ledger account for Revenues

Fallback ledger account for Payments

Debtor number length

Debtor number prefix

DATEV Berater number

DATEV Mandant number

Daily, Weekly, or Monthly export files

Email address(es)

You might have noticed that we do not request any VAT codes or VAT ledger accounts in case of the MEWS to DATEV accounting integration. This is because VAT will be calculated and posted in DATEV when the export files are imported.

We advice you to setup MEWS in such a way that accounting items under an accounting category all have the same VAT percentage. Otherwise, it could occur that DATEV has difficulties with calculating the correct VAT amounts.

PART 5: Reconciliation of export files data with MEWS PMS data

Reconciling the Journal entry file (EXTF file)

The MEWS accounting data can be reconciled with the export files as generated 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, 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:

Please note that the content of the export file columns and the columns itself are compatible with DATEV data import requirements.

Please find below an explanation of (some of) the columns in the journal entry export file. In case you are not sure about the contents of any of the columns in the export file, please reach out to support@omniboost.io.

Column Name

Content of the column

Umsatz

The revenue or payment (or deposit) amount as shown in the Accounting report

Soll/Haben

Whether the amount is posted on the Debit or Credit side

Konto

The ledger account to which the amount is posted

Gegenkonto

The offsetting account (i.e. Guest ledger account)

Belegdatum

The date of the entry

Belegfeld 1

Usually this is the bill number as seen in the Bills & Invoices report in MEWS.

Buchungstext

This is the description. For revenues, we usually use the Accounting category name (from MEWS) as the description. For payments and deposits, we usually use the client or company name as the description.

KOST1 Kostenstelle

These are cost center codes. In case you have entered values in the ‘Cost center code’ column in the overview of accounting categories in MEWS, the accounting integration will include these values in the Kostenstelle column.

Reconciling the Debtor file (C file)

The Debtor file is generated in case invoices have been issued in MEWS. You can check whether invoices has been issued by looking at the Bills & Invoices report.

Please find below an explanation of (some of) the columns in the debtor export file. In case you are not sure about the contents of any of the columns in the export file, please reach out to support@omniboost.io.

Column Name

Content of the column

Konto

This is the debtor number. Please note that the debtor number is made up of the debtor number prefix, the company number in MEWS*, and the debtor number length. Please see the examples earlier in this article.

Name (Adressatentyp Unternehmen)

The name of the debtor (which is usually the name of the company)

Straße

The street of the debtor address

Postleitzahl

The postal code of the debtor address

Ort

The city of the debtor address

Land

The country where the debtor comes from

*The company number in MEWS can be found as follows: MEWS Menu > Profiles > Companies.

PART 6: Other features and configurable items of the accounting integration

Please find below an overview of configurable items and features that the MEWS to DATEV 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.

Configurable variables

1. Daily, Weekly, or Monthly export files

As mentioned earlier in this article, the integration is able to generate and send over daily, weekly, or monthly export files. In case you would like to change this frequency, please reach out to your Omniboost contact person.

2. The name of the Journal Entry file

By default, the file name of the journal entry file is ‘EXTF_(hotel name)’

For example, when a hotel is named ‘Hotel XYZ’, then the journal entry file name would be ‘EXTF_Hotel_XYZ’.

Please reach out to you Omniboost contact person in case you would like to change the file name.

3. The name of the Debtor file

By default, the filename of the journal entry file is ‘C_(hotel name)’

For example, when a hotel is named ‘Hotel XYZ’, then the debtor file name would be ‘C_Hotel_XYZ’.

Please reach out to you Omniboost contact person in case you would like to change the file name.

Features

1. Sending over credit card commission fees separately to DATEV

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 the DATEV export files

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.

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