Note: The Bookkeeping Services Team is currently testing this feature and we will be rolling this out with all Bookkeeping Services Subscribers once testing is complete


Flagged Transaction Overview Alert


Overview Alerts in Inn-Flow help users stay updated on critical activities by providing real-time notifications directly on the Accounting → Overview page. These alerts, such as the Flagged Transactions Alert, allow users to quickly access transactions needing review and ensure important tasks are not overlooked. This article will guide you on how to view, manage, and navigate through the alerts.


Prerequisites

  1. Active Bookkeeping Subscription: Ensure the user has an active bookkeeping subscription to access this feature.

  2. Permissions: Users must have the appropriate permissions to view and act on Overview Alerts:

  3. Can Review Permission: Allows users to see flagged transactions needing review.

  4. Can Flag/Complete Permission: Allows users to view both flagged transactions needing review and those already reviewed. Refer to the KB - How to Apply Bookkeeping Flagging Permissions for further details.


Use Cases for Overview Alerts

  1. Clients Reviewing Flagged Transactions

  2. Use Case: A client needs to review transactions flagged by the bookkeeping team.

    Scenario: The client sees a pip alert on their Overview page with a count of transactions marked as Needs Review. They click on the alert to see the list of hotels and then navigate to the Communication Inbox to resolve flagged items.

    Expected Outcome: The client reviews flagged transactions in the Communication Inbox, ensuring that no critical items are missed.

  3. BKS Agents Managing Flagged Transactions

  4. Use Case: BKS agents need to track flagged transactions across multiple hotels.

    Scenario: An agent views the Flagged Transactions alert on the Overview page and sees two columns: one for transactions needing review and another for reviewed transactions. They click the alert to see the list of flagged items and navigate to the Communication Inbox for further action.

    Expected Outcome: The agent manages flagged transactions efficiently by tracking both "Needs Review" and "Reviewed" statuses from a central location.


Step-by-Step Guide

Step 1: Viewing Overview Alerts

  1. Navigate to the Accounting → Overview page. The Flagged Transactions alert will be visible at the top with a pip indicating the number of flagged transactions.

  2. Users with Can Review permission will see only Needs Review flagged transactions.

  3. BKS Agents with Can Flag/Complete and Can Review permissions will see both Needs Review and Reviewed transactions.


Step 2: Navigating to the Communication Inbox

  1. Click on the Flagged Transactions alert pip to view a detailed list of hotels with flagged transactions.

  2. The list will display hotels in alphabetical order, along with the count of flagged transactions per hotel.

  3. Clicking on a hotel will take you to the Communication Inbox, where flagged transactions can be reviewed and addressed.


Step 3: Managing Flagged Transactions

  1. In the Communication Inbox, review the flagged transactions. If you have the necessary permissions, you can make changes, mark the transactions as reviewed, or add further comments for clarification.

  2. The status of flagged transactions will persist, ensuring all items are properly tracked through their lifecycle.


Step 4: Alert Preferences

  1. Click your profile icon in the screen's bottom left corner, and select Alert Preferences.

  2. Scroll down to the Accounting section and the Flagged Transactions alert is enabled by default for all users who meet the permission requirements and cannot be disabled. It is designed to ensure important flagged items are always visible.