When a finalized prepayment invoice is fully paid in Event Temple (Amount Due = $0), the payment can automatically sync to MEWS once the integration setting is enabled. When synced, Event Temple creates:
1. A Closed Bill in MEWS
This bill is created under the Booking’s Paymaster and includes:
One charge per tax
Positive values
A transaction date of Today
2. An Open Order for the Negative Balances
A second bill/order is also created containing the same charges as negative values.
This order is:
Dated on the Booking End Date
Used to offset the prepayment against the final bill
These positive and negative entries offset each other to ensure accurate accounting and revenue reporting in MEWS. If the prepayment invoice is paid after the Booking has ended, Event Temple will use:
The Booking End Date (if still within editable history)
The last payment date (if within editable history)
The current date/time (if neither date is editable)
How Prepayments Appear in MEWS
In the Booking Payments Tab
The prepayment appears as a positive payment entry in MEWS.
On the Final Bill
The same amount appears as a negative line item, reducing the final balance owed.
In Accounting Reports
You will typically see two entries:
A positive line for the payment received
A negative line for the payment applied to the booking
These entries offset one another, ensuring revenue is not overstated.
Important Accounting Setup
Use a Dedicated Accounting Category
Prepayments should be mapped to a unique accounting category such as:
“Deposit Charges”
This category should only be used for prepayments and should not be assigned to any other products or services. Because the payment is transferred to MEWS as a product charge, this accounting category should also map to the correct Liability Account in your accounting system.
Payment Type Mapping
Your payment types must also be mapped correctly between Event Temple and MEWS.
For example:
Wire Transfer
Credit Card
Cash
In MEWS, these payment types should point to the same accounting category used for prepayments.
How to Enable Prepayment Invoice Syncing
Click Settings
In the left-hand menu, select Integrations
From the dropdown, select PMS
In the upper-right corner, click Edit
Scroll to the Prepayment Invoice Sync section
Enable:
Automatically sync prepayment invoices with Mews when fully paid
Select:
A Prepayment Accounting Category
A 0% Tax option
Click Save