How do I enter import history without financial reports?

If you're setting up a hotel accounting system and want to import revenue into Inn-Flow without historical financial data, here’s how to approach it step-by-step:

1. Decide Your Starting Point

Choose a go-live date (e.g., June 1, 2025). From that point forward, you'll track room revenue properly in Inn-Flow through Daily Activity using the PMS Reports.

2. Use Your PMS (Property Management System) Reports

Most hotels use a PMS like Opera, Cloudbeds, FOSSE, and PEP. These systems can generate:

• Daily revenue reports
• Occupancy and ADR reports

Use these to extract daily or monthly room revenue totals with Rooms Sold daily or monthly.

3. Create History Import Offset Chart of Account

Start by creating a New Chart of Account within Non-Operating Income & Expense called “History Import Offset”. See COA Classification Details below and use a chart of account # that's in sequence with similar chart of accounts. 

4. Create Revenue Journal Entries

In Inn-Flow, create manual journal entries to recognize revenue. You can manually enter, or import journal entries via excel, to credit Room Revenue and debit the History Import Offset chart of account above. 

This will post the above amounts to Room Revenue and offset it to the History Import account.

5. Import Historical Rooms Occupied

Inn-Flow Support can assist with importing your historical Rooms Occupied, Comp Rooms and Out of Order Rooms. This can be done using the attached AC-17 file on this article. We can import Daily Room Stats or per Month, whichever is available. 

You will also need to update the Room Count to be as of the new Start Date via Administration > Entities > Room Counts, so that the Available rooms will be displayed. This will allow Occ %, ADR & RevPAR to be calculated on the Operating Statement for the prior months.

If this is all the information you have, you can stop there. 

There are further breakdown options noted below:

1. Categorize by Revenue Type (Optional but Recommended)

If you are able to pull additional revenues from your PMS or POS, you can break revenue down by type:

• Room Revenue
• Food & Beverage Revenue
• Market/Shop
• Miscellaneous Revenue
• Taxes collected

This improves financial insight and tax reporting.

2. Reconcile with Bank Deposits

If you have the prior months' payment amounts, like cash & credit card amounts, you can also enter these into the Register as Deposits, and code these to the same History Import Offset chart of account. Any remaining amount left in the History Import Offset will need to be reviewed and reclassed via the guidance of your Accountant as it can be a variance due to chargebacks, commissions, AR payments, and other misc. fees that may affect the deposits.