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Can I edit the mapping of a Daily Activity Item?

Yes, Daily Activity Charge Codes can be updated. A charge code "mapping" connects a line item from your PMS reports (like Room Revenue or Credit Card Payments) to the correct Chart of Account (COA) in Inn-Flow. This mapping determines where Daily Activity entries post in your general ledger.

What you can edit depends on whether the charge code has been used in a posted Daily Activity entry.

Navigate to PMS Mapping

  1. From the Accounting navigation, select PMS Mapping from the Settings section.

  2. Select the hotel you want to edit.

  3. Select Charge Codes from the top of the page.

If you do not have access to this page, contact your supervisor – access is managed through Roles & Permissions.

Edit a Charge Code (Never Used)

To edit a Charge Code, select the code you wish to edit. If a Charge Code has not been used previously, you can change any of the fields in the pop-up and click Save. This includes the COA mapping.

Edit a Charge Code (Previously Used)

If a Charge Code has already been used in a posted Daily Activity entry, you can edit the Item Number, Item Name, Report Name, Description, Explanation Required, and Status. You are not able to edit the COA of a Charge Code that has been previously used.

Changing the COA on a Previously Used Charge Code

To change the COA on a previously used charge code, you need to inactivate the old one and create a new one:

  1. Open the existing Charge Code and change its Status to Inactive.

  2. If there is an Auto-Import ID present, remove it from the inactive Charge Code before saving. The Auto-Import ID must be moved to the new code.

  3. Click the + Daily Activity Item button on the top right to create a new charge code.

  4. Complete the required fields in the pop-up window (see field guide below).

  5. Click Save.

IF PRO TIP: Before inactivating the old code, open a second browser tab with the PMS Mapping page or take a screenshot of the code's details. This makes it easy to mirror the settings when creating the new code.

New Charge Code Field Guide

  1. Daily Activity Group – Select which group the code belongs to: Revenue (Room Revenue, F&B Revenue, Adjustments, etc.), Non-Revenue (taxes, gratuities), or Payment (Cash, Credit Cards, Points Redemptions, etc.).

  2. Item Number and Item Name – Enter these exactly as they appear on the PMS reports (e.g., 1000 - Room Charge).

  3. Report Name and Description – Optional fields for display and reference.

  4. Explanation Required – Select if users must enter an explanation when this code is used on a Daily Activity entry.

  5. COA Number / COA Name – Select the Chart of Account this charge code should map to. If unsure, check a similar existing charge code or ask your accounting team.

  6. Auto Import ID – If your PMS uses Auto-Import, enter the appropriate ID here. This field links the PMS data feed to this charge code.

  7. Click Save.

The new mapping only applies going forward. If past Daily Activity entries need to be re-classed to the new COA, you must create a Journal Entry to move those amounts.

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