When you are setting up Inn-Flow for a hotel and want to bring in historical revenue data, you would normally use the Daily Activity Entry page with your PMS reports (the daily financial reports from Opera, Cloudbeds, FOSSE, PEP, etc.). But if those PMS reports are not available for prior periods, you can still get historical revenue into Inn-Flow using journal entries and a room stats import.

This approach is useful during initial implementation when a hotel wants year-over-year comparisons on the Operating Statement but does not have the original PMS daily reports to import through the standard Daily Activity process.

Choose a go-live date (for example, June 1, 2025). From that date forward, you will enter daily revenue through the normal Daily Activity Entry process using your PMS reports. The steps below cover how to bring in revenue for the months before that date.

2. Gather revenue totals from your PMS

Even without full financial reports, most PMS systems (Opera, Cloudbeds, FOSSE, PEP, etc.) can generate basic revenue and occupancy reports. Pull the following from your PMS for each prior month or day:

3. Create a History Import Offset chart of account

You need an offset account so the journal entries balance. Create a new chart of account under Non-Operating Income & Expense called "History Import Offset." Use a chart of account number that is in sequence with similar accounts in that section.

To create the account, go to Administration > Chart of Accounts and add a new account with the following classification details:

4. Create revenue journal entries

In Inn-Flow, go to Accounting > Journal Entries and create manual journal entries (or import them via Excel) to post the historical revenue. Each entry should:

This posts the revenue amounts to Room Revenue on the Operating Statement while keeping the entry balanced against the offset account.

5. Import Historical Rooms Occupied

To get occupancy metrics (Occ %, ADR, and RevPAR) to calculate correctly on the Operating Statement, you need to import historical room statistics. Inn-Flow Support can assist with this using the template (attached to this article). You can provide stats daily or by month, whichever is available.

You also need to update the Room Count to be accurate as of your go-live date. Go to Administration > Entities > Room Counts and set the correct number of rooms so that Available Rooms displays correctly for prior months.

If room revenue and rooms sold are the only historical data you have, you can stop here.

If you can pull additional revenue from your PMS or POS system, you can create journal entries for more detailed categories:

This improves the financial detail on your Operating Statement and helps with tax reporting.

If you have prior months' payment amounts (cash and credit card totals), you can also enter these into the Register as deposits and code them to the same History Import Offset chart of account. Any remaining balance left in the History Import Offset account after this step represents variances from chargebacks, commissions, AR payments, or other fees that affected deposits. Work with your accountant to review and reclass any remaining balance.