This guide includes the following topics:

  • Overview
  • Business Accounts
  • Bank Accounts
  • Credit Card Accounts
  • Groups
  • Features Configuration
  • Rules


Overview


The Accounts Management page is the central location for all Accounts within a company’s Inn-Flow site. An Account is created for your management company or ownership entity, each of your hotels, investment accounts and other businesses. 




Business Accounts


Information in Inn-Flow is organized by Business Accounts. There are three types of business accounts in Inn-Flow: 

 

  • Enterprise Account
  • Hotel Accounts
  • Non-Hotel Accounts

 

On most pages in Inn-Flow, you will be required to select a specific Enterprise, Hotel, or Non-Hotel (abbreviated as “E/HID”) account. Bank accounts, Groups, Transactions, Users, and other data are then linked to an E/HID.


Enterprise Account

 

Each client (your company) will have one Enterprise Account. The Enterprise Account is the principal entity of your organization. This is typically the management company, not a hotel. The Enterprise account has special accounting privileges including the ability to make payments on behalf of a Hotel or a Non-Hotel account.  

 

Hotel Accounts

 

A Hotel Account should be created for each hotel in your portfolio. Each hotel can have multiple active Operating, Miscellaneous, and Payroll bank accounts.

 

Non-Operating Entities

 

Any business account that cannot be classified as an Enterprise or Hotel Account is a Non-Operating Entity.


Terms

 

  • Business Account ID: Each Business Account (E/HID) is assigned a unique abbreviation. This ID will appear on reports and drop-down menus throughout the application.  

    • TripAdvisor Widget: This link will allow Inn-Flow to publish the TripAdvisor widget for this hotel on the dashboard. For further instructions on how to link your TripAdvisor account to your Inn-Flow account, navigate to the user guide for TripAdvisor. (insert link)

    • TripAdvisor Link: This link will allow users to open the TripAdvisor comment site for this hotel, directly from the Widget or Snapshot report. For further instructions on how to link your TripAdvisor account to your Inn-Flow account, navigate to the user guide for TripAdvisor. (insert link)

    • Replacement Reserves: Any amount set here will be shown as an expense on the Operating Statement (For Operators) report. It does not represent a transaction. There are two options for entering Replacement Reserves:

      • Percentage: Replacement Reserves represent a percentage of Total Operating Revenue

      • Fixed Amount: Replacement Reserves represent a fixed amount per month

    • Tax Withholding State: The state the hotel is registered in and expected to pay state taxes to.

    • Overtime Rate: The multiple that will be applied to an employee’s Regular Rate to determine the pay rate to be used for all overtime hours.

    • Double Overtime Rate: The multiple that will be applied to an employee’s Regular Rate to determine the pay rate to be used for all double overtime hours.

    • Holiday Rate: The multiple that will be applied to an employee’s Regular Rate to determine the pay rate to be used for all holiday hours.

    • Chain ID: The Chain ID is shown on your STR Reports. Insert the STR Chain ID here in order to link your STR Reports with Inn-Flow’s STR Library. For further instructions, navigate to the User Guide for the Inn-Flow Library. 

    • Guest Rooms: Enter the room count for each type of guest room and confirm the Total Room Count is accurate. Room types are referenced in the Procurement module. Total Room Count is used throughout Inn-Flow in Budgets and in Report calculations. ADR and other calculations will be based off the room count entered here.

    • Conference Rooms:  The conference room information entered here will be used in the Sales module.



Bank Accounts

 

Bank Accounts are created from within a Business Account (E/HID).  

There are three types of bank accounts: 

 

  • Operating Bank Account
  • Miscellaneous Bank Account
  • Payroll Bank Account

 

Operating Bank Accounts

 

You can create multiple operating bank accounts for each business account (EHID). All businesses will have one Primary operating account. The majority of expenses for a business should be paid from this account.  Operating accounts require that all invoices go through the Inn-Flow Accounts Payable process: Invoice, Entry, Invoice Approval, and Check Writer. Operating Accounts are often created for the following functions: money market, savings, escrow, etc. 

 

Miscellaneous Bank Accounts

 

Only Hotel Accounts can have Miscellaneous Bank Accounts. These accounts are used for petty cash transactions. Typically, the management company will transfer cash from the hotels Operating Bank Account into the Miscellaneous account to maintain a nominal balance. This account is intended to be used by hotel staff to make small incidental purchases. Checks for this account are written by hand and later entered into Inn-Flow. Each hotel can have only one primary Miscellaneous Account and the bank account cannot be shared between different Hotel Accounts.  

 

Payroll Bank Accounts

 

Each Business Account (E/HID) can have only one primary Payroll Bank Account.  Payroll Accounts should only be created if you want to view and reconcile the check-wise payroll transactions. When a payroll account is activated, Inn-Flow will handle the payroll import in a different manner.

 

  1. The total amount of the COA-wise payroll can automatically be transferred into the primary payroll bank account.
  2. A liability COA called “Accrued Payroll Overhead” will automatically be created to in the amount equal to the total amount of the COA-wise payroll.  Each check-wise transaction will offset this liability amount. Once all check-wise payments have been made this liability will be completely offset and will equal zero.

 

Payroll Import Settings

 

The payroll import settings determine which bank accounts will receive the payroll transactions upon import. One Operating Bank Account will receive the COA-wise payroll transactions; and one payroll bank account will receive the Check-wise payroll transactions. 

 

COA-wise Payroll Transactions: The entire payroll amount prorated by Chart of Account. 

 

Check-wise Payroll Transactions: The entire payroll amount separated into the individual check and ACH payments. This includes all payments made by the payroll processor.  

 

Turning Off the Payroll Accounts Feature

 

The following procedure must be followed to inactivate a payroll account and remove the payroll account feature from your Inn-Flow setup.

  1.  Offset any remaining “Accrued Payroll Overhead” balance.
  2.  Transfer or Withdrawal any remaining balance in the payroll bank account.
  3.  Administration>Accounts Management:  inactivate the payroll bank account.
  4.  Repeat this process for all payroll accounts.
  5.  Contact Inn-Flow Customer Support and request that this feature is removed from your settings.

 

Important fields and features:

 

Print Sample Check (button)

 

While Inn-Flow gives you the capability to print checks from any computer and printer, it’s highly recommended that you dedicate which printers and computers will be used to print checks. Printer and computer print settings, if not configured properly, can distort the image of the checks being printed. Use the Print Sample Check button, located on all bank account details pages, to test a printer and computer and confirm settings are accurate. Print a sample check from each of the business accounts. The page size should be set to “auto” or “letter”.  The scaling should be set to “none” or “100%”.  Confirm that all check details printed and are located in the proper position. Most importantly, confirm that the routing and bank numbers appear on the bottom of the check.  

 

Selecting this button will create a sample check in PDF format for printing.  It’s important to print sample checks when the following conditions occur:

  • Before using a bank account for the first time
  • After any changes are made to the bank account details

 

Before using a new printer, print a sample check and confirm that all information printed is correct.

 

Existing Bank Account No.: If the bank account you want to assign to this business account has already been created, select it here. If this is a new bank account, then complete all of the other fields and leave this field unselected.




Credit Card Accounts

 

Credit Cards are frequently used as a method of payment for hotel operations. In the Accounts Management page, you can complete the initial set-up of any Credit Card that you would like to use as a method of payment. For further instructions, navigate to the User Guide for Credit Card Accounts (insert link). 

 

To setup a Credit Card Account:

 

  1. Setup the Vendor and the contract for the hotel within Accounts Payable > Vendors.
  2. Under Administration > Accounts Management > Select the hotel > Scroll to the bottom of the page and select + Credit Card.

  3. Fill in the Credit Card Number (the last 4 digits of the card will work also).
  4. Select the Card Vendor.
  5. Select a Contract Number (this is setup when setting up the vendor).
  6. COA No. – You can only enter a COA that has not yet been used. If you have already created a COA that you wish to use, please go to Administration > Chart of Accounts > Select the COA you created and select Delete COA.
  7. Enter a Nick Name for the card.
  8. Select Save.




Groups



The Groups feature in Inn-Flow allows you to apply additional groupings to your accounts. This way you can compare a group of properties that are similar, such as by Brand or State. Standard groupings are already available, but you can add/edit by clicking on the Groups button. Then in each hotel’s Accounts Management page, the groups should be assigned. When running some reports, you can select one of these groups in order to produce a report comparing those hotels within this group.