When integrating Inn-Flow with Netchex for payroll exports and user syncing, there are several key configuration requirements that must be set up correctly. This article outlines frequent misconfigurations, the problems they can cause, and how to resolve or prevent them.

Start off by reading the Netchex Integration Overview for a list of key features, implementation steps, and other valuable information. Then, proceed below with a deep dive on each topic.

1. Chart of Accounts (COA) Must Be Unique and Matched Across Systems

Requirement: COAs must be unique and exactly match between Inn-Flow and Netchex.

Consequence: If there are duplicate or mismatched COAs, payroll exports will fail.

Guidance: Ensure each COA is unique in both systems. Validate that COA codes match between Inn-Flow’s setup and Netchex’s accounting configuration.

See article: Netchex: How to Set up Division Codes in Inn-Flow

2. SSNs Must Be Unique and Accurate

Requirement: All employee Social Security Numbers must be unique and correct across both systems.

Consequence: Invalid or duplicate SSNs prevent user sync. This breaks the link between Inn-Flow and Netchex, preventing payroll export and time allocation.

Guidance: Audit SSNs in both systems regularly. Use reports in Inn-Flow to identify missing or duplicate SSNs.

See article: Netchex: Ensuring Unique and Accurate SSNs

3. Employees Must Have SSNs to Sync to Netchex

Requirement: Inn-Flow requires an SSN in the user profile for the employee to sync with Netchex.

Consequence: Users without SSNs will not sync. Time worked will not be mapped to a payroll ID in Netchex, blocking payroll export.

Guidance: Ensure all hourly and salaried employees have accurate SSNs in their Inn-Flow user profiles before running sync.

See article: Netchex: Ensuring Unique and Accurate SSNs

4. Pay Code Mapping Must Be Complete and Accurate

Requirement: Pay codes in Inn-Flow must be mapped to the corresponding codes in Netchex.

Consequence: If mapping is missing or incorrect, time and attendance data cannot be exported.

Guidance: On the Payroll Processor page in Inn-Flow, confirm that each labor type (e.g. REG, OT, PTO) is correctly mapped to a Netchex pay code.

See article: Netchex Payroll Integration Overview

5. Default Rate Fields May Reject Custom Pay Codes

Requirement: Netchex’s default rate fields (e.g., Regular Rate, OT Rate) may not accept pay codes passed from Inn-Flow.

Consequence: Rate data (dollars) may not appear in Netchex, even though hours transfer successfully.

Guidance: Create a custom Rate field in Netchex (e.g., RREG for Regular). Update the pay code mapping in Inn-Flow to match the custom field. Re-export payroll and verify that the rate appears on the Netchex timesheet grid.

See article: Netchex: Troubleshooting Missing Pay Rate in Netchex After Payroll Export from Inn-Flow

6. Company ID Must Match in Both Systems

Requirement: Each property in Inn-Flow must have a Company ID that matches the corresponding entity in Netchex.

Consequence: If the ID is missing or incorrect, Inn-Flow cannot link the hotel to Netchex. User sync and time export will fail.

Guidance: Navigate to the Entities page for each property in Inn-Flow and verify that the Company ID field exactly matches the value provided in Netchex.

See article: Netchex: Matching Company ID for Properties Between Inn-Flow and Netchex

7. Setting Up Division Codes in Inn-Flow

Requirement: Division codes must be set up correctly in Inn-Flow for Netchex to identify properties.

Consequence: Incorrect or missing division codes can cause errors in payroll processing.

Guidance: Follow our instructions for setting up division codes properly.

See article: Netchex: How to Set up Division Codes in Inn-Flow

8. Managing Employee Types and Entity Assignments

Requirement: Correct employee entity and type configuration.

Consequence: Employees may not appear correctly in Netchex or could be omitted from payroll exports.

Guidance: Ensure employees are assigned to the correct entities and types using our step-by-step guide.

See article: Netchex: Managing Employee Entities and Employee Types

9. Handling New User Creation

Requirement: Proper new user setup process.

Consequence: New employees may not appear in Netchex or may not receive payroll.

Guidance: Follow the recommended procedure when creating new users in Inn-Flow for Netchex integration.

See article: Netchex: Managing New User Creation

10. Testing Payroll Sync between Inn-Flow and Netchex

Requirement: Test a single property ahead of your payroll date.

Consequence: Waiting until the day of your actual payroll could result in payroll being late if the test fails. 

Guidance: Follow the test steps after you've checked all configurations.

See article: Netchex: How to Test the Time & Attendance Integration From Inn-Flow

11. Importing Payroll Back into Inn-Flow Accounting

Requirement: Understand how to import Netchex payroll into Inn-Flow.

Consequence: Financial data may be incomplete or inaccurate.

Guidance: Use our guide to properly import payroll data from Netchex.

See article: Netchex: How to Import Your Payroll Data from Netchex into Inn-Flow Accounting

Summary Table of Common Configuration Needs

Still need help?

Please reach out to support@inn-flow.com with a screenshot of the error and your company code.

Let’s keep payroll flowing!