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What bookings are coming from my PMS?
Bookings from your Property Management System (PMS) include all historical data from in the range you desire, up to two years prior, which is retrieved during onboarding.
It also includes the ongoing booking updates for new and modified bookings. The system ensures that this information is automatically updated.
How do I add a booking to an owner statement?
To add a booking to an owner statement, manually check the "In Statements" box for the relevant bookings. This will include the bookings in the owner statements.
How can I split a booking?
To split a booking, select the "Split this Booking" option on the individual booking.
Specify the number of parts/periods for the split, and the system will prorate the financial amounts accordingly. It can be done by a set split condition per category, or by month.
How can I create a booking manually?
To manually create a booking, click the "+" sign in the top right corner of the booking list. Enter the booking details, financial items, and any relevant information.
How can I edit the dates of a booking?
To edit booking dates, adjust the check-in, check-out, and/or recognized date in the booking details. For existing bookings, you can set a default recognized date in the "Rules by Bookings" section of Clearing, or update bookings individually as needed.
Where can I find the status of a booking?
The status of a booking can be found in the "Status" column during the booking overview. Common statuses include confirmed, canceled, or pending.
You may choose to exclude certain status' from owner statements by default if needed.
What does the “in bank” tag mean on a booking?
The "in bank" tag on a booking indicates that the system has successfully matched a bank deposit with the booking, confirming that revenue collection is properly accounted for.
How can I map channel names in Clearing?
To map channel names to consistent names in Clearing:
Go to Settings: Access the settings menu.
Navigate to Integrations: Select the "Integrations" section.
Manage PMS System: Click on "Manage PMS System."
Map Channel Names: Find the section for mapping channel names and assign consistent names for easier identification and filtering of bookings.
This process helps in streamlining booking management and reporting.
Why are the booking dates incorrect?
Incorrect booking dates may result from timezone issues.
Ensure the property's timezone is correctly set. You can manually adjust the dates.
I don't find certain bookings, what should I do?
If you're unable to find certain bookings, follow these steps:
Expand Time Range in the Bookings Section:
Ensure that the time range filters are set appropriately. Expand the range to include the period when the missing bookings occurred.
Search by Booking ID:
Use the search function to look up bookings based on specific Booking IDs or confirmation codes, including both Property Management System (PMS) IDs and OTA confirmation codes.
Refresh Bookings:
Go to the "Assets" section and refresh bookings for the specific asset, especially if the missing bookings belong to a particular property.
Verify Time Zone Settings:
Ensure that the time zone for the property is correctly set. Update the time zone setting if necessary to align with the property's location.
Check for Excluded Bookings:
Confirm that the missing bookings are not excluded from financial calculations. Check the status and inclusion settings in Rules by status.
Refresh Bookings System-Wide:
In the "Integration" section under the settings menu, go to "Manage PMS Integration" and click on “Show Actions” to refresh all bookings from the last 60 days system-wide.
What is a booking financial line or booking line?
A booking financial line, or booking financial item, represents a financial entry associated with a booking. It includes details such as the category, amount, and description, and is sourced from your Property Management System (PMS).
How can I edit bookings financials?
To edit booking financials, navigate to the specific booking and click "Show Finances." You can then modify the financial items associated with that booking.
How should I use the accounting field?
The "accounting" field in Clearing helps you flag booking transactions based on their association with the owner, management, or their irrelevance to either. This feature is especially useful in property management for tracking and allocating expenses or revenues to different stakeholders. Here's a breakdown of the options within the "trust accounting" field:
To Owner:
Booking transactions flagged as "To Owner" indicate that the associated expense or revenue should be attributed to the property owner. This is typically used for expenses that the property owner is responsible for, as well as booking revenues due to the owner. Anything flagged “To Owner” will be attached to the owner statement and not included in the management statement.
To Management:
Booking transactions marked as "To Management" signify that the expense or revenue should be allocated to the property management. This is useful for tracking expenses handled by the management rather than the property owner. Any transaction or booking financial flagged “To Management” will be included in the management statement and not in the owner statement.
Exclude:
Booking transactions marked as "Exclude" mean that the transaction is not relevant to either the owner or the management. This could be a transaction that doesn't need to be considered in statements or accounting for either party. It is the same as leaving the field blank.
By utilizing the "accounting" field, you can automate the process of determining whether a booking transaction is associated with the owner, management, or should be excluded from consideration. This adds clarity and automation to the financial management process, ensuring that booking transactions are appropriately categorized and allocated based on your specified criteria.
What are the different financials associated with each booking?
The different financials associated with each booking include accommodation fare, host fee, cleaning fee, and other categories sourced from your Property Management System (PMS).
What is included in the “accommodation fare” category?
The "accommodation fare" category includes the gross amount for accommodation charges associated with a booking.
It is calculated as the nightly rate multiplied by the number of nights.
How can I bundle multiple booking lines together?
To bundle multiple booking lines together, use the formula tool in the "Other Formula" tab within the Commission setup popup in bookings. Here's how:
Access the "Other Formula" section in the commission setup.
Create a new formula, give it a name, and select the categories you want to include in the sum, such as accommodation fare, host fee, cleaning fee, and others.
Under type, choose "other" or "Net payout" if you want to calculate the net payout amount of each booking.
Apply the formula to specific channels if needed or leave it empty for universal application.
Define the resulting category and accounting field.
The system will automatically calculate the sum of the selected categories for each booking that matches your criteria and create a new line for the bundled amount.
To apply the rule to existing bookings, click "Apply Rule," review the bookings affected by the rule, and then click "Apply" to confirm.
How can I calculate the net payout on each booking?
You have two options for managing net payout amounts:
Option 1: For a specific booking, click on "Show Finances" and check the box "Include in net payout" for each amount that should be included. This will create or edit a new booking line under the "Payout" category.
Option 2: Use the "other formula" tool in "Rules by Bookings" to bundle together categories that make up the net amount. Ensure you select the type "Net payout" and then apply the formula.
What are recurring charges for bookings?
Recurring charges for bookings are charges that will happen on every booking that occurs. If they are available through your PMS, you do not need to do anything.
If you are adding them to every booking outside of the PMS, you will want to create the recurring charge in Clearing.
How can I create recurring charges on each booking?
To create recurring charges on each booking, follow these steps:
Access the Recurring Charge Section: Navigate to the Recurring Transactions section in your Clearing "Transaction" module.
Set Up Rules: Create rules for recurring charges by choosing between a percentage or a flat amount. Define the specific conditions under which these charges should be applied automatically.
Automatic Application: The system will automatically apply the recurring charges to each booking based on the rules you set up.
This process ensures that recurring charges are consistently applied according to your specified conditions.
How do I add additional taxes to my bookings as a percentage?
To add additional taxes to your bookings as a percentage, follow these steps:
Go to the Recurring Charge Section: Access the "Recurring Transaction" section in your Clearing "Transactions" module.
Create Rules for Taxes: Set up rules for adding taxes by defining the tax percentage and the conditions under which it should be applied.
Automatic Application: The system will automatically apply the specified tax percentage to your bookings based on the rules you create.
This setup allows for consistent and automated application of additional taxes to your bookings.
What are Airbnb resolution payouts?
Airbnb resolution payouts refer to financial transactions that typically occur during or after the completion of a booking on Airbnb. These payouts involve reimbursing guests for refunds or other financial adjustments related to their stay.
They can also include payments from guests to property managers or hosts for additional services or expenses incurred during the booking.
Since resolution payouts can happen after the checkout date, they are often included separately in the payout sent by Airbnb to the host's bank account.
As a result, a single bank deposit from Airbnb can contain payouts from different reservations, including adjustments for past reservations.
How can I add a resolution payout to a statement in Clearing?
To add a resolution payout to a statement in Clearing, follow these steps:
Access the Resolution Payout Tab:
In the Bookings section, open the resolution payout tab and refresh your resolution payouts.
Identify and Edit the Payout:
Identify the specific resolution payout you want to include. Edit any necessary information.
Check the Trust Accounting Field:
In the trust accounting field, choose whether to add the resolution payout to the owner statement or the management statement by selecting the appropriate option.
Include in Statement:
The resolution payout will now be included in the statement covering the date of that resolution payout. You can also edit the date if needed.
Please note that most Property Management Systems (PMS) don't track resolution payouts, so this is a great way to include them in owner statements. If your PMS does track resolution payouts, ensure they are not already included as part of the booking data sent to avoid double counting.
How can I refresh resolution payouts in Clearing?
To refresh Airbnb resolution payouts in Clearing, follow these steps:
Navigate to Resolution Payout Tab:
Under the Bookings section, go to the resolution payout tab in Clearing.
Click Refresh:
Look for the refresh button and click it to update the resolution payouts.
If you encounter any errors during the refresh process, it may be because your Airbnb account needs reauthorization for resolution payout data. To reauthorize:
Go to Settings:
Navigate to Settings, then Integrations.
Manage Airbnb Integration:
Select Manage Airbnb integration and reconnect your Airbnb account to obtain new authorization for resolution payouts.
If you encounter any issues, please contact support at [email protected].
Can I edit the details about each resolution payout?
Yes, you can edit the details of each resolution payout in Clearing.
While Clearing initially retrieves raw data from Airbnb, which may include generic information, you have the ability to add or modify details as needed. This includes adding additional information or clarifications relevant to the resolution payout.
Any edits made will be reflected in the statements generated by Clearing, ensuring accurate and detailed financial information.