This guide includes the following topics:

 

  • Overview
  • Cash Management
  • Payroll Search
  • Withdrawal
  • Deposit
  • Transfer
  • Reconcile
  • Rules




Overview


There are three types of bank accounts in Inn-Flow: Operating, Miscellaneous, and Payroll. A Payroll account should be created if you want to reconcile an actual bank account, other than your operating account, that is used for payroll. The payroll account is meant to show the check-wise transactions; therefore, each check that is written as part of a payroll should appear in the payroll account. The Payroll Import feature will automatically create the following transactions: COA-wise transactions in the Operating account and Check-wise transactions in the Payroll account. These settings can be updated in the Administration > Accounts Management > Select the hotel > Payroll Import Settings.

 

 

Besides the payroll import functions explained above, you can perform standard transactions including: withdrawals, deposits, and transfers. Additionally, this account has a search feature that is separate from the Search page in Accounting. This search will only show results from the payroll account. The results can be used to find detailed information by paycheck.

 


Cash Management

 

The top-right corner of the Payroll Accounts 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 will show detail on the deposit origination.
  • Ck No:  This is the check number. Check numbers are applied to a transaction after it processes through the Check Writer page or during the Payroll Import process.
  • Payment:  This is the payment amount. 
  • Deposit:  This is the deposit amount.
  • 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.

 

Payroll Search

 

The Payroll Search page will only show results from the transactions in the payroll account. Follow these steps to use this feature: 

 

  1. Select the Payroll Search button from the Payroll account Cash Management page.  
  2. Select the search criteria from the drop-down list. Options include: Vendor/Employee, Date Range, Check No., COA, Payment/Deposit Amount.
  3. Enter text or numbers (depending on which search criteria you selected) in the field to the right of the search criteria.
  4. Repeat steps 2 and 3 if additional criteria are needed to refine the search results.
  5. Select the Search button.
  6. Select any of the search results to view a pop-up that includes additional information about the transaction. If this transaction is an imported paycheck, then all paycheck fields will be visible. 

 

Export

 

The Export button will export all of the search results. The export file will include all fields that were uploaded with each transaction, not just the fields visible on the search page.

 


Withdrawal

 

The Withdrawal button is used to enter a withdrawal directly into the Payroll Account. This feature is often used for ACH payments or bank charges.

 


 

When you select the Withdrawal 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:  The total withdrawal amount.  

 

Accounting Period:  Select the accounting period this withdrawal 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.

 

Withdrawal Date:  The date the withdrawal was created.

 

Before the Withdrawal can be saved the total amount has to be split according the COA and E/HID’s.  This is similar to entering an invoice.  

 

Previous Withdrawals, by Vendor:  The previous withdrawals for this vendor are listed at the bottom of the screen for easy reference.




Deposit

 

The Deposit button is used to record a deposit in the Payroll 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:  The total deposit amount.  

 

Accounting Period:  Select the accounting period this 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:  The date the deposit was created.

 

Before the Deposit can be saved the total amount has to be split according the COA and E/HID’s. 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.   

 


Transfer

 

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.  

 

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.

 

Transfer FROM: The E/HID and Account Type 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. Only E/HIDs associated with the FROM account are shown in the drop down. Then select the account type 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.  




Reconcile

 



 

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.)

 

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.

 

How to Reconcile a Bank Account

 

  1. Select the Accounting module and the Cash Management tab.
  2. Next select the Bank Account to be reconciled (from the drop-down menu).
  3. Select the Reconcile Button.
  4. Confirm the Accounting Period (located in the upper left side of screen) and Statement Ending Date are correct.  
  5. The Accounting Period will automatically default to the oldest unreconciled accounting period.
  6. Manually enter the Statement Ending Balance in Inn-Flow. Select SaveThe statement ending balance is pulled directly from the month-end bank statement issued by the financial institution.
  7. 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. The Variance field must be zero for the reconciliation to balance. 
  8. Reconcile each Deposit and Withdrawal grouping by completing the following steps:
    1. Click on the grouping to be reconciled.
    2. The Statement Total Amount field will be highlighted in red.
    3. Review the transaction detail and select the transactions that are listed on the bank statement.
    4. There will be a small box on the right side of the screen next to each transaction.
    5. To select a transaction, click on the box and a checkmark will appear.
    6. To deselect a transaction, click on the box and the checkmark will be removed.
    7. 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.)
  9. 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.) 
  10. Repeat the steps detailed above for all Deposit and Withdrawal groupings until each grouping and Bank Account are reconciled.
  11. 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.

 

Rules

 

  • 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:
    1. Vendor Name
    2. Invoice No.
    3. Payment Method
    4. Check No.
    5. Customer No.
    6. 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.