*PMS Integration must be activated by Inn-Flow first. Please contact Support to activate your property for the correct PMS Integration option.*
Hilton/OnQ Operations Audit Extract Instructions
To complete the Hilton/OnQ Daily Activity Import, there are 2 main steps to be completed.
Part 1 is downloading the night audit reports in PDF and .chr format.
Part 2 is importing the reports into Inn-Flow. (not required if subscribed to Bookkeeping Services with Daily Activity)
Part 1:
Within OnQ, please run the below reports on a nightly basis and save as chr format using the step by step instructions below.
OnQ Reports Needed:
REPORT CODE REPORT NAME
TRIALBAL Trial Balance
RECRCP Detailed Receivables Recap
GSTSTATS Room/Guest Statistics
MCATRPT Market Category Report
Within OnQ, go to Reports List
Select All Reports
Select the first report: Trial Balance (as you run reports, the report selected will change)
Select Preview
Change the Bus Date and then select OK
When the report opens, click on the envelope at the top to open the Export screen
Change the Export Format to Character-separated values
Change the Destination dropdown to Desk File
Select OK
On the next pop-up, the Separator and Delimiter box should be shown as below. Please update the Separator box to have a Caret (^), found by selecting Shift 6, and Quotation marks (“) in the Delimiter box.
Select OK
On the next pop-up, check both boxes then select OK. This step is key. If these boxes are not selected, the numbers will be rounded and the import will not work. Please ensure the boxes are selected.
The next pop-up, you’ll be prompted to Save the file. The file should be saved as a .chr format. You can save the file as the prompted name but add a distinguishing factor for each reference, like TRIAL BAL 12.30.19 for the 12/31/2019 file.
Follow the above instructions for the remaining reports, where you update Step # 4 according to the report needed. Below are the reports needed:
REPORT CODE REPORT NAME
TRIALBAL Trial Balance
RECRCP Detailed Receivables Recap
GSTSTATS Room/Guest Statistics
MCATRPT Market Category Report
Part 2: Manually import the Daily Activity files into Inn-Flow:
Log into Inn-Flow
Select Accounting > Daily Activity Entry
If a hotel ID isn’t selected from the top left dropdown, select the hotel you’re importing the files for
from the EHID options.
On the right side of the page, locate the Files section of Daily Activity Entry:
To Upload the files, select browse files, or drag and drop all necessary files into the upload box.
Note: the screenshots in this article reference the FOSSE PMS and the files required for FOSSE. See Part 1 for the files needed for your specific PMS.
After the files have processed, you will see a success message, showing that all files have imported.
The data will be displayed in each section as expected, and any Codes that need to be mapped will be called out on the "Codes" tab.
We STRONGLY suggest that you upload PDF version of the reports, or additional night audit reports, within the Documents tab of the file area.
REPORT CODE REPORT NAME
RECRCP Detailed Receivables Recap
GSTSTATS Room/Guest Statistics
DPAUDSAA Account Summary Report
MCATRPT Market Category Report
TRIALBAL Trial Balance
Complete the Night Audit Checklist then Complete Entry to move to the following day.
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