About invoices, payments, reporting and accounting settings

Finance

Invoice management

From 'Invoices' in the Financial module, you can download, pay, refund, or credit multiple invoices at the same time.

Download, pay, refund or credit multiple invoices

After being sent or marked as sent, owner invoices for periodic costs can be offset against the rent settlements for the same owner.

Offsetting owner settlements and invoices

Splitting an invoice

Some properties of invoice items can be changed after the invoice has been sent/paid.

Making changes in sent invoice items

Marking invoice line as 'rent'

Exporting invoice items can be useful to verify a large set of data.

Export invoice items

Adjust the payment policy of a sent invoice

By default, cost items appear separately on invoices. Invoice rules are used to group several cost items together on invoices.

Group cost items with invoice rules

Payment policies, bulk payments, payment methods, and more

Payments

It sometimes happens that you need to refund money to a guest. For example, when refunding a security deposit or upon cancellation. There are multiple ways to do this.

Processing refunds

View advance payments of reservations

To give a debtor more time to pay without receiving further reminders, you can extend their payment term, i.e. postpone a payment deadline. For other overdue invoices you can send reminders in bulk.

Postponing or sending reminders for overdue invoices

With a SEPA mandate, it is possible to collect deposits or other amounts due from your guests. The booker gives their consent via a SEPA mandate form. You'll also need the booker's IBAN account number.

Collecting guest invoices via SEPA mandate

Payment batches are used to make bulk payments to guests or owners. You need an IBAN account number for the guests or owners that should receive a payment to be able to include it in a payment batch.

Processing outgoing payments via SEPA payment batch

Import bank transactions

Payment methods are the manner in which something is paid, and can vary in purpose and transaction suitability. When using BEX Payments, you get access to a whole set of online payment methods. At the register and front desk, you are using in-person payment methods such as card payments and cash.

Different payment methods and their settings

In a payment policy, you determine which portion of total invoice is due when, and which payment term applies. It is possible to set up multiple payment policies for different purposes.

Creating payment policies

Reports

Outstanding amounts are total amounts overdue. In the overview you can choose to view amounts based on the invoice date, or the payment due date. By default, the amounts are based on the payment due date.

Insight into outstanding amounts 

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?

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

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

About VAT, profit and loss, and ledger accounts

Accounting

Profit and loss statement

Trial balance

Making your trial balance or the included journal transactions available to share by exporting it from BEX PMS.

Exporting your trial balance

In BEX PMS, you can create multiple VAT rates and apply them to cost items by linking them to the correct ledger accounts.

Creating and applying VAT rates

On invoices, you will see the calculated VAT rate per cost item in the invoice line. This can be adjusted on the invoice as a one-off, or you can adjust the standard assigned VAT rate for this cost item.

Changing the VAT rate of a cost item

If needed or desired, you can check your VAT settings and results by comparing your trial balance with the VAT amounts listed in the relevant invoice items and receipt items.

Accounting check for your VAT settings and results

Creating, assigning and using ledger accounts

Ledger accounts

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Latest feature updates

Developer Portal

Trust Center

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

Both BEX PMS and BEX CMS have a staging environment available, where you can safely edit data and run tests without affecting your live settings.

Test settings using Staging

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

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 and advertise ParcVu Vans for sale on your website.

Connect to ParcVu

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

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

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

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

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.