This guide includes the following topics:
- Cash Management
There are three types of bank accounts in Inn-Flow: Operating, Miscellaneous, and Payroll. The Miscellaneous bank account is intended to be used by the General Manager for petty cash reimbursement and to record manually written checks. Any of the Daily Activity deposit types (cash and credit cards) can be mapped to this account if necessary. For more details on mapping daily activity deposit types go to the user guide for Accounting> Daily Activity> Daily Activity Setup.
The top right corner of the Miscellaneous Account page shows the bank account balance for easy reference.
The following columns are also shown in the initial Cash Management page:
- Date: This is the date of the transaction.
- Vendor: The vendor column will show the name of the vendor a check was written to. If the transaction is a deposit, the vendor column shows detail on the deposit origination.
- Ck No: Check number that was paid displays here. If the transaction is an ACH, the word ACH will be reflected. If the transaction is a Transfer, the word TRF will be reflected.
- Payment: This is the payment amount.
- Deposit: This is the deposit amount.
- APR: This column will show a checkmark if the transaction has been approved.
- Balance: This is the bank account balance at the time of the transaction.
- CL: This column shows a date if the transaction has been cleared or reconciled. If it has not been reconciled this column will be blank. If the transaction is a Journal Entry then this column will show JRN, as journal entries are not reconciled transactions.
All checks in the Miscellaneous account are manually written and therefore do not follow the same invoice entry process as the Operating and Payroll bank accounts. To record a check that was manually written, do the following:
- Select the Check button on the Miscellaneous account page.
- When you select the Check button, it will prompt you to enter a vendor. If a new vendor is being used, you will be prompted to create a new vendor.
- Complete all of the required fields, including Attach Receipt.
- Tip: If you need to print checks with this account, consider using the primary Operating bank account, or opening a secondary Operating bank account.
The Deposit button is used to record a deposit in the Miscellaneous Account.
When you select the Deposit button it will prompt you to enter a vendor. If a new vendor is being used, you will be prompted to create a new vendor.
Fields that require entry are identified with red vertical lines beside them.
Total Amount: Total deposit amount.
Repeating: If the deposit will recur automatically for the same amount every accounting period, select Yes for Repeating. This will change the fields required to complete the recurring deposit entry.
Accounting Period: Select the accounting period the deposit applies to. Only active accounting periods are available for selection. If the appropriate accounting period is not shown, you will need to go to the Administration > Accounting Periods page and change the status of the accounting period desired.
Deposit Date: Date the deposit was created.
Post Date: If Yes was selected for Repeating deposit, then a post date is required. This is the date this deposit will be posted each month.
Repeat Thru: If Yes was selected for Repeating deposit, then a Repeat Thru date must be selected. Default is “No End Date”. If you wish to add a specific end date, you can click on the field and selected a date from the calendar pop-up.
Before the deposit can be saved, the total amount has to be split according the COA and E/HIDs. This is similar to entering an invoice.
Previous Deposits, by Vendor: The previous deposits for this vendor are listed at the bottom of the screen for easy reference.
View Repeating Transactions: To view or edit the repeating deposit, select the View Repeating Transactions button.
You will see all repeating deposits listed. To edit or delete a transaction, select it from the list, make any necessary changes and Save.
The Transfer button will display all recent transfers. To enter a new transfer, select the Enter Transfer button located on the top left side of the screen.
There are separate role permissions that control whether a user can view, add, or edit this type of transaction.
Fields that require entry are identified with red vertical lines beside them.
Total Amount: The total amount being transferred.
Transfer Type: Select whether this transfer is between accounts within the same E/HID or between accounts with different E/HIDs.
Repeating: If the transfer will recur automatically for the same amount every accounting period select Yes for repeating. This will change the fields required to complete the recurring transfer entry.
Accounting Period: Select the accounting period this transfer applies to. Only active accounting periods are available for selection. If the appropriate accounting period is not shown you will need to go to the Administration > Accounting Periods page and change the status of the accounting period desired.
Date: The date the transfer was created.
Post Date: If Yes is selected for Repeating, then a post date is required. This is the date this transfer will be posted each month.
Repeat Thru: If Yes was selected for Repeating then a repeat thru date must be selected. Default is “No End Date”. If you wish to add a specific end date you can click on the field and selected a date from the calendar pop-up.
Transfer FROM: The E/HID and Account Name fields are automatically populated based on the account you are creating the transfer from. A COA is required. The bank balance of the FROM account is listed for easy reference.
Transfer TO: Select the E/HID the transfer is going to. Then select the account name and COA. To complete the transaction, select the Save and Close button.
Previous Transfers: The previous transfers are listed at the bottom of the screen for easy reference.
View Repeating Transactions: To view or edit the repeating transfers select the View Repeating Transactions button.
You will see all repeating transfers listed. To edit or delete a transaction select it from the list, make any necessary changes and save.
Checks written in the Miscellaneous account are manually written and therefore do not follow the accounts payable process of: invoice entry, approval, and check writer. The Approval button allows a user to oversee and approve each of the checks that were written from this account. The approval button is a separate role permission and should be given to the supervisor of the employee that is writing the manual checks. Therefore, if the GM is writing the checks, then someone above property should perform the approval of those checks.
To approve the Miscellaneous account transactions, do the following:
- Go to: Accounting>Miscellaneous Accounts.
- Select the Approval button.
- Select the Vendor name to view all transaction details.
- Select the Receipt to view any uploaded receipts.
- Check the box to the left of each transaction that is ready for approval.
- Select the Approval button.
The Reconciliation function is located in the Accounting module under Cash Management. Each Bank Account (Operating, Miscellaneous, and Payroll) should be reconciled on a monthly basis. The process of reconciliation is performed to ensure the month ending General Ledger balances match/balance to the month ending balances on the bank statements. (For a more detailed explanation of Bank Account types and set-up, please refer to Account Management under the Administration section of the User Guide.)
The reconciliation process has three options to view your transactions. Use the method that best matches how the transactions are appearing in your statements.
Standard Reconcile: This is the standard way to use the reconcile page. Use this to reconcile each deposit type that are shown in separate sections per your statement. Each section can be reconciled independent of the other transaction types.
Reconcile All: Use this button to reconcile multiple deposit and withdrawals together on the same page, sorted by date. Each amount for each type is shown on a separate row.
Group Reconcile: Reconcile multiple deposits types together on the same page. All transactions are totaled by date, so that only one amount appears for each day. This is used often for Visa and Mastercard’s as they typically are shown as one deposit on the bank statement. If Discover is deposited with Visa and Mastercard, you can select all three, etc.
How to Reconcile a Bank Account
- Select the Accounting module and the Cash Management tab.
- Next select the Bank Account to be reconciled (from the drop-down menu).
- Select the Reconcile Button.
- Confirm the Accounting Period (located in the upper left side of screen) and Statement Ending Date are correct.
- The Accounting Period will automatically default to the oldest unreconciled accounting period.
- Manually enter the Statement Ending Balance in Inn-Flow. Select Save. The statement ending balance is pulled directly from the month-end bank statement issued by the financial institution.
- The Variance field will recalculate when the statement ending balance is entered. The Variance field will be highlighted in red if it is not balanced.
- Pending Deposits and Withdrawals are entries posted in the general ledger that have not been reconciled to the Bank Statement.
- Selecting View Details will list all unreconciled deposit entries.
- Go to Deposits and Withdrawals (located below Summary on the left side of the screen). Deposits are grouped by Cash & Checks, AMEX, Discover, Visa/MC, Other CC’s, Transfer, and Other Deposits. Withdrawals are grouped by Checks and Other Withdrawals.
- Deposit/Withdrawals with pending transactions appear with a yellow background.
- Reconcile each Deposit and Withdrawal grouping by completing the following steps:
- Click on the grouping to be reconciled.
- The Statement Total Amount field will be highlighted in red.
- Review the transaction detail and select the transactions that are listed on the bank statement.
- There will be a small box on the right side of the screen next to each transaction.
- To select a transaction, click on the box and a checkmark will appear.
- To deselect a transaction, click on the box and the checkmark will be removed.
- Each transaction will have a blue adjustment field (Adj). This field allows a reconciling adjustment to be made to correct or adjust the transactions. If an adjustment is needed, select the Adj field, enter the required data, and select the Save & Close button. (Required data will have a red vertical line on the left side of the field.)
- If reconciling credit card deposits, select the Add Discount button to create an entry to record credit card discounts posted on the bank statement but not in the general ledger. (Enter all required data and save the entry.)
- Select the Add Adjustment button to create an entry to record adjustments posted on the bank statement but not posted in the general ledger. (Enter all required data and save the entry.)
- Repeat the steps detailed above for all Deposit and Withdrawal groupings until each grouping and Bank Account are reconciled. (If any fields are highlighted in red, the Bank Account is not balanced.)
- Once the accounts are reconciled, changed the status from Unreconciled to Reconciled. If the bank account is reconciled, to update the account to Locked, please close the accounting period via the Administration > Accounting Periods. Once the reconciliation status is changed to Locked, no adjustments or changes can be made to the reconciliation.
- Transactions can only be edited from Cash Management if both of the following conditions apply: The Account Period is open and the transaction has not been reconciled.
- To edit a transaction, use the Search page to find the transaction, then select the transaction, and select the “Update” button from the Transaction Details pop-up.
- The following fields cannot be changed:
- Vendor Name
- Invoice No.
- Payment Method
- Check No.
- Customer No.
- Invoice Amount (this can be changed for all transactions other than Checks)
- “There are transactions that are older than 7 days for the last conciled month. Please verify your reconciliation”: The purpose of this message is to alert you to the fact that you may have a deposit in Inn-Flow that was never made in your bank account. This message will appear on the top of your bank account general ledger if there are transactions in this account that are older than 7 days past the last reconciled month.