Within Daily Activity, Inn-Flow compares the Rooms Occupied count in the Statistics section against the total in the Segmentation section, and separately compares the Room Revenue total in the Revenue section against the Segmentation total. If either pair does not match, you will see an error that prevents you from moving forward.
Why Does This Happen?
This is a common occurrence. The Statistics/Revenue figures and the Segmentation figures are often pulled from different PMS reports, and discrepancies arise for several reasons:
A room checked in after the night audit was run, so it appears in statistics but not in the segmentation report.
Day Use Rooms are counted in statistics but may not have a rate code mapped to a segment.
A revenue adjustment was made (cancellation fee, no-show fee, misc adjustment) that is included in revenue but not assigned to a segment.
A rate code in the PMS is not mapped to a segment in Inn-Flow.
Data was manually entered and a typo created a discrepancy.
How to Fix It
Step 1: Verify Statistics
Review the Statistics section of Daily Activity. Compare the Rooms Occupied count against your PMS statistics report (e.g., the Manager's Report or Daily Flash). Make sure the number was entered or imported correctly.
Step 2: Verify Segmentation Data
Review the Segmentation section. Compare each segment's room count and revenue against your PMS segmentation report. Look for missing segments, incorrect values, or segments that did not import.
Step 3: Check for Unassigned Revenue
Review the Revenue section for any of the following items that may need to be added to the Segmentation page to balance:
Cancellation Fees
No-Show Fees
Miscellaneous revenue adjustments
Rate code adjustments not tied to a segment
If you find any of these, enter the revenue amount into the appropriate segment line in the Segmentation section.
Step 4: Use Manual Room - Revenue to Balance
If after verifying all data a small variance remains that cannot be traced to a specific source, use the Manual Room - Revenue line in the Segmentation list to enter the variance for Rooms Occupied and/or Room Revenue to force a balance.
Once the Rooms Occupied count and Room Revenue amount match between the Statistics/Revenue sections and the Segmentation section, you will be able to move forward without errors.
IF PRO TIP: If you consistently see segmentation variances, check your rate code mapping in Inn-Flow. Unmapped rate codes are the most common root cause of recurring mismatches. Go to Accounting > Rate Code Mapping to review.