IF PRO TIP: Do not create a COA for the new bank account manually through the Chart of Accounts page. The COA is automatically created when you add the bank account through the steps below. Before starting, navigate to Administration > Chart of Accounts to identify the next available unused COA number in the Assets section. All bank accounts and credit card accounts must have their own unique COA. For example, if your bank account COAs end at 01054, you would use 01055 for the new account.
Account Types
When adding a new bank account, you will select one of three account types. Understanding the differences will help you choose the right one:
Operating — The most commonly used account type. Operating accounts handle deposits and general banking activity for the property. Most hotels will use this type for their primary bank account.
Miscellaneous — Used for smaller bank accounts that rely on hand-written checks. You cannot print checks from Inn-Flow for this account type. This is not commonly used.
Payroll — Accounts used strictly for processing payroll. These should be separate from your operating and miscellaneous accounts.
Adding a New Bank Account
To add a new bank account, navigate to Accounting > Accounts in the left navigation.
Select an HID from the drop-down menu at the top left. (The Add Account button will not appear unless you select an E/HID from the drop-down.)
Click Add Account in the top-right corner.
Select the Account Type: Operating, Miscellaneous, or Payroll.
Enter the Bank Account Number.
Enter a Nickname to differentiate this account from others. For example: "Depository" if the account is mostly used for credit card and cash deposits, or a combination of the Hotel ID and Bank Initials (e.g., ABCDE-WF for a Wells Fargo account at property ABCDE) if the account handles both deposits and payments.
Enter the Bank Code, Bank Name, and Bank Address.
In the COA field, enter the next available unused COA number. Typically, bank account COAs start with 01001, then 01002, 01003, 01004, and so on. You can only enter a COA that has not already been assigned. Visit Administration > Chart of Accounts to confirm the next number in sequence.
Enter the Account Name that you would like printed on checks. This is usually the hotel's legal name or DBA name.
Select whether this is the Primary Account. Each location must have one primary account.
Select the Opening Date, the 1st of a month.
Click Next.
On the Check tab, enter the remaining details for check printing: Routing Number, Starting Check Number, Check Series, and Account Address.
Select a Positive Pay Format if necessary. If your bank is not listed, reach out to support to have it added.
If a digital signature should be added, follow the instructions in the article: Adding Digital Signature.
Click Save.
You will be prompted to print a sample check each time an edit is made to the bank account. Use this to verify that the check prints correctly.