<p>Go to the '<a target="_blank" rel="noopener noreferrer nofollow" class="link" href="https://app.bookingexperts.com/support_links/L3BhcmtzL35wYXJrX2lkfi9hY2NvdW50aW5nX3NldHRpbmdzL2VkaXQ">Accounting</a>' tab in your administration settings. Under 'Locked accounting records', you can enter a date. This means that all financial transactions prior to this date are locked and can no longer be modified.</p><callout-component color="Red"><h3 id="zw00lk7a1r2" data-toc-id="zw00lk7a1r2">Reopening locked records</h3><p>In case mutations are required in locked financial records, the entered date can be changed to an earlier date. This adjusts the closed accounting period and allows mutations to be carried out once again in the previously locked timeframe.</p><p><br>There is an organization setting that can prevent you from being able to reopen locked accounting records: <span data-type="mention" class="dark:bg-border bg-[#E9ECF1] px-1 py-0.5 text-sm shadow-none rounded-lg" data-id="eyJhcnRpY2xlSWQiOiI3NzUzODAwIiwiaGVscENlbnRlcklkIjoibXg3a2U4aTdreDZmdjU0OSIsIm9yZ2FuaXphdGlvbklkIjoiNjgyYWRjNzZjNGY2ZDk4NDJkMWJkOGI5IiwibG9jYWxlIjoiZW4iLCJzdGF0ZSI6ImxpdmUifQ==-article" data-label="Preventing closed financial periods from being reopened">@Preventing closed financial periods from being reopened</span></p></callout-component><h3 id="12mb407ceps" data-toc-id="12mb407ceps"></h3><p></p>

For proper accounting, you want to be able to close and lock financial records to ensure that no further mutations take place. This is typically done after the audit and tax return of a fiscal year.

Closing and locking financial records

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Developer Portal

Updates

Onboarding

What you need to know before starting the onboarding process

Before you start

Welcome to Booking Experts! Here you can find an overview of what happens next and how to start with your BEX PMS.

Starting with Booking Experts

Log in to your Booking Experts account in one of the following ways: with an email address and password with MFA, or via SSO through a Google or Microsoft account.

Log in to BEX PMS or CMS

The user role connected to your account determines how you interact with BEX PMS. You can be an employee working for a single or multi-park organization, an owner who rents out their accommodation, an executor or contractor who performs maintenance or provides services, or even a travel agency booking holidays for your clients. For BEX CMS, there is only one user role.

User roles within BEX PMS and CMS

The light green upper part of the menubar focuses on options regarding the account details, updates of Booking Experts, or reception messages.

Menubar in the BEX PMS

Every employee who uses the Booking Experts system has their own profile within the software. This is setup during onboarding or when a new colleague needs to be introduced to the system.

Adjusting your profile

Tools to help you in the onboarding process

Checklist and Academy

About the safety of your and your guests' data

Privacy and security

Modules

About data transferable from other systems

Importing data

Organization and administration settings

All organizations with multiple administrations have an Organization overview. In this overview, as an organization manager, you have insight into the bundled data of all administrations.

Overview for organizations with multiple administrations

What you need to know about setting up accounts for your employees

Employee settings

Brand and appearance

Central management of terms and conditions

Terms & Conditions

Domains

Setting up objects

Amenities

Individual objects and the types they belong to

Types and objects

Media content

Set up your pricing and business finances

Prices and finances

Important financial settings

Rental prices for various types and periods of time

Price lists

Add cost items for add-ons and separate fees

Costs

Setting up CMS

Switching between BEX PMS and BEX CMS

As a park manager, you can create CMS accounts for employees and manage their rights.

Access rights for CMS users

Tools

Site settings

Website pages

How reservations are made through your website

Search & Book

Brand appearance

Email campaigns

Offering holiday homes for sale on your website 

Sales module

If you are using both ParcVu and BEX CMS with the sales module, you can connect the two to easily generate prospects out of interested website visitors. Set up a form on your CMS website to ask for the details needed to create a prospect in ParcVu.

Connect to ParcVu using a form

All day-to-day actions necessary at your reception

Daily use of PMS

Dashboard

Getting started with the reservations module and reception messages

Reservations and messages

BEX PMS

Planboard

Select an available date range directly at the correct object by clicking and dragging, or first create a shortlist of objects using the filters at the top of your planboard.

Making a new reservation via Planboard

The planboard settings are accessible through the 'Settings' button in the top right of the planboard screen, next to your account name.

Planboard settings

The planboard legend is accessible through the 'Legend' button in the top right of the planboard screen, in between 'Hotkeys' and 'Settings'.

Planboard legend: what it all means

The planboard filters can be used to find certain reservations, or to narrow down the availability for a new reservation.

Available filters for the Planboard

Convenient keyboard shortcuts that may make your work easier.

Hotkeys for Planboard

Click on the relevant reservation in the planboard, and the detail view will open on the right. At the bottom of this view, under 'actions', you'll see today's date and time and the button to either check in or check out this reservation.

Checking guests in and out via the Planboard

Using the PMS planboard, you can easily move a reservation to a different object, or make two reservations switch places.

Move or swap a reservation in the Planboard

A cluster is a combination of multiple objects, which are treated as a single object in the Planboard.

Cluster reservation in the Planboard

Planboard - Date selection

Planboard - Order of objects

Planboard - Switching between administrations

Planboard - View reservation

Planboard - Search function

Planboard - Opening and closing

Planboard - Display mode, colours and symbols

Settings that apply to your entire organization

Organization settings

A label alerts the user to important matters concerning the various modules and data within the PMS. For example, you could give the label 'loyal guest' to guests who have stayed for the fourth time, or the label 'renovated' to objects that have been refurbished. You can create these labels yourself and give them a desired colour and emoji.

Purpose of labels

Special periods are used in Statistics, Price lists and in the Search and Book. Examples of special periods are public holidays, local events or holiday periods.

Special periods

Creating and editing Special periods

It is possible to make predefined holidays and bank holidays visible on your website, so guests can click on them or more easily search for availability, for example, during the Christmas period. 

Set holidays as selectable on your website

Employees

Manage the amenities of your types, objects and administrations

Brands

Manage your booking portal and customer portal

Portal settings

For each administration separately, financial records can be locked and closed for accounting purposes. In your organization settings, you can prevent them from being reopened across your administrations.

Preventing closed financial records from being reopened

Settings that apply within an administration

Administration settings

In the administration settings, you can make various choices that determine how your guests enter their personal data and those of their travel companions for a reservation.

Administration settings for guests

Description of the park and its surroundings

Exclude postcodes

Period groups are applied to costs, packages, auto emails and discounts, to determine when these items are valid, active, and/or applicable.

Period groups

Reservation settings

Manage channels through which reservations are made

Channel management

General invoicing and accounting settings

Financial settings

Everything about communicating with guests and owners

Communication

Translations

About types, objects, availability and meter readings

Setup

Whether or not a late checkout is allowed, is determined in the settings of the booked type. 

How to set up and recognize a late check-out

How do you indicate whether or not pets are allowed? This is done per object, in the object setup. In the type settings, you can set how many pets guests are allowed to bring, but this only applies if the booked object allows pets.

Pets allowed/not allowed

In the BEX PMS, you can add media to your types and objects so that guests can get a good impression of the kind of accommodation they are booking.

Add media to types and objects

How to make exports of your types, objects, or object setups.

Export of objects/types

In auto emails and templates, you can add useful information about an object or type that is predefined in the object or type settings.

Attachment text for emails objects/types

If you have a map, you can use it to let the guest choose an object on the map during the reservation process. This allows guests to choose the spot that best suits their personal wishes. This article explains more about creating, setting up and booking on a map.

Booking on the map

Types

Objects

Arrival and departure schemes

Marking types and/or objects as not-available

Blocked periods

About tracking and charging for meter readings

Meter readings module

All about cost items, price lists, deposits and discounts

Pricing

Charge, claim, and refund security deposits

Security deposits

Cost items for anything that is not included in the rent price

Discounts

Packages

Bundle extras that are available independent of stay

Bundles

Finance

If you are a park working with owners, you need to file a DAC7 report. The BEX PMS can provide the necessary data. Read this article to find out which data is required and some of the common error messages concerning the data.

DAC7: What is it and which data is required?

Creating and checking a DAC7 report

To submit a DAC7 report to the Dutch Tax Administration, you likely use Digipoort. Our DAC7 Digipoort Connector app allows you to upload a DAC7 report directly from your PMS to Digipoort, the Tax Administration’s electronic post office.

Submitting a DAC7 report via Digipoort

Invoice management

Payment policies, bulk payments, payment methods, and more

Payments

About VAT, profit and loss, and ledger accounts

Accounting

Reservation management

View channel reservations

Overview nights stayed and tourist tax declaration

Within the reservations index page you can create a list for export using any of the tabs and filter options. Creating exports of reservations may help you anticipate your guest's needs.

Exporting reservations

Create an export file that lists which reservations have cancellation insurance.

Export for cancellation insurance

Open a booker contact page by clicking the name of a booker from the Contacts module. Here, collected personal, reservation, and invoice data for this contact is shown.

Booker contact management

Reservation

Reviews

Vouchers represent a credit toward a reservation

Vouchers

Manage and assign the to-do lists for your administration

Todos module

If your administration works with owners, it may happen that the owner is responsible for all maintenance, but the staff of the holiday park still carries out certain maintenance tasks. You want to be able to charge these todos to the owner.

Invoicing tasks to owners

When carrying out todos, material is used, equipment is replaced, or labour costs are incurred. You can keep track of these by setting costs for todos.

Material costs and hourly rates

Executors and Todo

Task lists

Followers for task lists

With the todo planning within the BEX PMS, you have the possibility to distribute various (not yet) scheduled todos to different executors.

Todo planning

Facilities in the PMS are public or shared places that you want to be able to assign a to-do to, like a swimming pool or playground. Linking todos or periodic tasks to a facility follows the same process as linking to an object.

Facilities in the todos module

Creating and editing various types of todos

Todos management

Contractors

If needed, you can imitate an executor or contractor to view the information available to them or perform an action. You can take over their role from the page where this person's contact information is stored.

Taking over role of executor or contractor

A cash register for the direct sale of products

POS module

The POS module is used to be able to sell and receive payments for products. It is possible to receive payments via different payment methods. You can create multiple cash registers, which is useful if you have other points of sale besides the reception desk. Every day that you use the register, you have to open and close it. You use counts to log the amount of cash and identify any discrepancies.