Hello Community,

When you are using Mews POS and during service you get this nasty pop up when you close an invoice saying ‘PMS Error’ you know that something went wrong.

You can click ‘Show details’ to see what is wrong. And if you know how to fix it, to resolve this. If not, contact support to see why this invoice could not be transferred to the PMS.

When you fixed the cause of the problem, you can go send the invoice to the PMS again

In the app:
Go to your invoices and go to this specific one. Scroll down a bit and you will see the detailed error message again (in red). Followed by the buttons ‘CLEAR’ and ‘RETRY’. Just click ‘RETRY’ and it will send the invoice to the PMS.

If it was successful, you will get a message and the buttons will disappear. You don’t need to do anything more.

However, when it is not successful, a new error message will pop up:

Sometimes fixing the cause will not help you in sending the invoice to the PMS.
 

In that case you need to add this in the PMS manually.

How to correct in the PMS?

When the POS posts a room charge, we use an additional service from the PMS to have an invoice line. These additional services can also be used in the PMS to add something to a customer’s bill.

However, they need to be set up in a correct way to make sure things are going to the right way.
This will be a line on the invoice, visible to the guest. So make sure this name is well chosen. It can be generic (Restaurant & Bar), or if you have several restaurants or bars you can create an additional service for each one of them.

Next step is the options of the additional service:

Make sure it has ‘Offer to employee’, ‘Has overridable price’ and ‘Has overridable tax’.

Now, depending how you handle your accounting you can assign an accounting category to this service (if all your F&B goes to one single accounting category).
If not, we suggest you create products under your additional service. One for each product category and link those products to the same accounting category as your POS >< PMS Mapping.
 

If it was a room charge, go to guest profile of the room you wanted to post the charges to. If it was any other payment type, create a paymaster profile (if not yet created) called ‘POS corrections’. On the profile, go to the tab ‘Billing’. Click on ‘Add Product’ and select the additional service you need.

Now on the right hand side you can select the right categories and enter the right amounts and prices to recreate the invoice from the POS. Recommended, but not obliged is that you use the note field to add the Mews POS invoice number and URL.

When you are ready, click ‘Create’.

If you only have one accounting category for this additional service, you can also just put the correct amount under ‘Amount’ on the left side and in the notes add the POS Invoice details, or just a summary of all the consumed drinks.

And this is how you can correct this in the PMS.

In the POS, you could now choose to go to the invoice again and click the ‘Clear’ button. This way it will no longer show when you search for invoices that were not sent to PMS with 123321.

However, if you do so, it will also be removed from your POS reports as not transferred revenue… Making it harder to match POS & PMS revenue using the POS sales report and the PMS Accounting report.

I hope this guide helps you resolve your invoice issues effectively. If you have any more questions, feel free to reach out. Happy troubleshooting!