Resolving HotelKey Auto Import Errors: Segmentation

This article outlines how to resolve Auto Import Errors that occur when HotelKey sends new or updated Rate Codes to Inn-Flow that have not yet been mapped to a segmentation category. These errors indicate new rate codes that must be created and linked to the correct segmentation type to ensure accurate data imports.

Identifying HotelKey Segmentation Rate Codes

HotelKey segmentation rate codes follow a consistent pattern when they appear in Inn-Flow’s Auto Import Errors. You can identify them by the following characteristics:

• PMS Type = HOTELKEYAPI (indicates data from HotelKey PMS)

• Import ID = 4–6 character alphanumeric code (e.g., IDCYB, IDMEP, IVFRR)

• Usually tied to Room Revenue imports (rate-level data)

These codes represent rate plans or promotional codes created in HotelKey that need to be mapped to the appropriate segmentation in Inn-Flow for the system to categorize revenue correctly.

Resolution Steps

Step 1 – Identify the Unmapped Codes

1. Navigate to Accounting → Daily Activity Entry → Auto Import Errors.
2. Look for entries where PMS Type = HOTELKEYAPI and Import ID is a short alphanumeric code.
3. Note each new code that requires mapping.

Step 2 – Add the New Rate Code

1. Go to Accounting → Rate Code Mapping.
2. Click Add Rate Code.
3. In Rate Code Details:

• Rate Code: Enter the Import ID (e.g., IDCYB)
• Rate Name: Use the same code or a descriptive label
• Segmentation: Choose the correct category (ROOM REV.: RETAIL, CORPORATE, etc.)
• *If unsure, ask your corporate team– this can be updated later*
• Status: Active

Click Save.

Step 3 – Map the Rate Code in Auto Import Errors

1. Return to Auto Import Errors.
2. Select the Import ID you created.
3. Set Type = Segmentation and Mapping Item = the new rate code.
4. Save the changes.

Step 4 – Confirm the Error Clears

1. Refresh the Auto Import Errors page.
2. The mapped item should disappear.
3. If not, check that the rate code is Active and the correct Segmentation Type is selected.

Common Scenarios and Fixes