BEX PMS

Planboard

The Planboard is the main tool for receptionists. From here, current and future reservations can easily be managed.

Managing reservations from the Planboard

You can scroll left and right to move through the dates in your planboard, but with these tips you might find what you are looking for easier and faster.

Calendar navigation in 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

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

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

Cluster reservation in the Planboard

The planboard legend explains the significance of colors, and through planboard settings you can determine what the planboard looks like for your account.

Planboard legend and settings

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

Settings that apply to your entire organization

Organization settings

During onboarding, you connect or register your domain(s) to ensure that your BEX PMS works correctly. You might also add a new domain when opening a new park, for example.

Domains: settings for technical website management

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

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

Special periods are used in statistics, price lists, and the Search & Book. Examples of special periods are the often-booked getaways around public holidays, local events or school holidays.

How are special periods used?

Special periods are arrival/departure date ranges that are important to your organization, and that can be applied throughout your administrations.

Creating special periods

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

Employees

Manage the amenities of your types, objects and administrations

Amenities

Terms & Conditions

Brands

Manage your booking portal and customer portal

Portal settings

Each of your object types can have a floor plan. In this floor plan, floors and room types can be selected from a dropdown for each room. In the organization settings, you can manage which choices are available in these dropdown lists.

Adding Floors or Room types for floor plans

Settings that apply within an administration

Administration settings

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

All about cost items, price lists, deposits and discounts

Pricing

Price lists

Charge, claim, and refund security deposits

Security deposits

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

Costs

Discounts

Packages

Bundle extras that are available independent of stay

Bundles

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 BEX PMS, you can add photos, video's, and attachments to your types and objects so that guests can get a good impression of the kind of accommodation they are booking. The images and videos added will be shown on the corresponding webpage.

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 of your park as a high-quality image, you can mark your objects on it and use it on your website to let guests select where they want to stay. This map will be shown during the booking process. If desired, you can attach a preference cost to this selection of an object.

Booking on the map

Types

Objects

Influencing revenue by controlling availability

Availability

Marking types and/or objects as not-available

Blocked periods

About tracking and charging for meter readings

Meter readings module

Finance

If you are a park in the EU working with owners, you're legally required to file a DAC7 report. The BEX PMS can provide the necessary data and help you generate a report. In this article, you'll read more about which data is required and how to prevent common errors.

DAC7: What is it and how does it work?

If you are required to provide a report under the DAC7 EU-directive, you can use the BEX reporting feature for DAC7 to prepare a suitable report. Creating such a report requires multiple steps and checks.

Creating and checking a DAC7 report

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

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

The BEX PMS Booking portal overview provides a centralized list of all reservation attempts made through your Booking portal over the last 30 days.

Booking portal

There are many ways to enter a new reservation, or support your guests while booking a stay. Use the '+Booking' button, create a reservation directly from the Planboard, or copy an older reservation to retain most of its details.

Making a new reservation

There are two ways to create group bookings in the BEX PMS back office, and which approach you should take depends on the requirements of your guests. In CMS, you can allow guests to make group bookings themselves via your website.

Creating a group booking

Reservation

Reviews

Vouchers represent a credit toward a reservation

Vouchers

Central management of contact information

Contacts

The contacts module is a default BEX PMS module that stores contact information for your bookers, owners, and channels.

Contacts module

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

Manage and assign the to-do lists for your administration

Todos module

Creating and editing various types of todos

Creating todos

Todo management

Invoicing todos

Executors

Contractors

Manage agreements and settlements of owners

Owner module

Once you have added a new owner's data into BEX PMS, you can link it to an object and create an owner agreement via the Setup module.

Create new owners

When an object is sold, the new owner must be linked to the object via an owner's agreement. This is necessary to apply the agreement made between you and the owner, i.e. to be able to create invoices and pay settlements through the PMS.

Linking an owner to an object and creating a new agreement

Import invoices for owners

About the various types of commission agreements

Commission agreements

Determine the permissions of owners in the owner portal

Owner profiles

Owner management

Owner invoicing

About what should be paid out to the owner

Settlements

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.

Getting started with the POS module

You can create one or more registers. It is useful to create a separate register for each point of sale and to reflect this in the name. Once created, the registers must be opened for use.

Create and open a register

Add the products you want to sell to the POS module. These can be organised into product groups.

Add POS products and product groups

Because the price of a POS product is adjustable, it is possible to create a POS product for variable items. However, the linked VAT rate of a POS product cannot be adjusted.

POS product with variable price

Enabling the use of a barcode scanner can make selling items via the POS module much faster.

Using a POS barcode scanner

Register sales can be paid in different ways. Cash is a default method, and you probably have a PIN terminal, or maybe you also want to be able to accept vouchers as a payment method.

Set up payment methods for POS

You can connect a receipt printer to every register that you have created in your PMS.

Connect a receipt printer

In addition to online payments, it is also possible to receive in-person payments via PIN.

Connect PIN terminal to register

Selling POS products isn't difficult once the POS module is set up.

Performing a POS transaction

At the end of the day, you close the register to record and check the sales revenue. You can deposit the cash excess from the cash drawer to the safe, so the register will again have the standard amount of cash for the next day. To do this, you need to perform a count.

Closing and counting a register

Viewing and correcting register counts

It is not possible to delete a register once a transaction or count has been processed by a register.

Can I delete a POS register?

The submenus 'Receipt items' and 'Results' offer, among other things, insight into POS sales and revenues.


Receipt items and results

If you want to refund money to a guest, you can credit the receipt of the original purchase.

Crediting a receipt

There are three types of receipts in the POS module.

Types of receipts

Every POS transaction is recorded on a receipt, but also in journal entries. In addition, each POS product is linked to a ledger account, where the revenue from this product must be booked.

Ledger accounts and journal entries of POS transactions

When a guest wants to return a POS sale product but does not have a receipt, you can still refund it by performing a transaction with negative product counts.

Refund of products without receipt

Insight into the numbers that drive your business

Statistics module

In the statistics module, all your booking and financial data can be used to create revenue statistics, track occupancy levels, and more.

There are many different statistics to be used within the Statistics module. Learn which statistics can easily be shown and how they are calculated.

How statistics are calculated

Visits

View efficiency per commission agreement

To see which reservations are part of a certain graph in a statistic, simply click the relevant bar or colored cell in the statistics display. The statistics module will give you a list of all reservations contributing to this data.

View all reservations behind a statistic

In the BEX PMS, reservations, and thus also rent, are automatically distributed among objects. It depends on your chosen placement strategy whether reservations are placed on objects so that revenue is distributed evenly or so that gaps in your planboard are minimised, thereby maximising occupancy. Any priority level you set per object can overrule each strategy.

Rent distribution and turnover per type and object

Return per object

Reservation distribution

Clusters are a combination of multiple objects, which are treated as a single object when this cluster is booked. In statistics, this needs to be handled differently to avoid skewed figures.