Importing Data

Owned by Julie Leake (Unlicensed)
Last updated: Jul 20, 2018 by Carissa Warnock (Unlicensed)

There are two ways to import data into Revenue via the Import action: PMS or by manually entering data. If you are importing data from your PMS, you will select the PMS tab; if you are manually entering data, select the Manual tab. Revenue was configured with individual line items for your property. These include revenues, taxes, credit cards, adjustments, etc. If you change an item, that change will replace the original amount and the day will be recalculated.

We recommend that you only import on New days. If you must change a day that already has data, use the Reconcile screen. If you use the Import screen for an open day for which you have already begun the Reconcile process, any changes made in the Reconcile screen will be discarded and replaced with the newly imported data.

The Import process will:

  • Customize Revenue for your property for data input while maintaining a reporting consistency for your corporate office.
  • Match Revenue to descriptions on your PMS reports. For example if your PMS calls phone revenue Line 334 and this appears on the Daily Revenue Detail Report, you should set up a report named Daily Revenue Detail and have an item for that report be Line 334. This should then be mapped to phone revenue (See Configuring Revenue Lines).
  • Enter amounts and have percentages calculated from them. For example, if your POS reports liquor revenue as including tax and you need to break the tax out, you should create two items. The first would be for an entry of liquor revenue. This one would be configured to take 94% of the amount you input. The second item should be for liquor tax and be configured to be 6% of the amount entered. In this example you would enter the same number from your POS report twice and Revenue will calculate the revenue and tax amount separately.
  • Consolidate multiple lines on the PMS into one entry in Revenue. For example, your property may have 20 market segments in the PMS but only six in Revenue. You can set up a market mix report form that enters several items into one segment. Revenue will add them together for you.

Fields and controls on the Import Revenue... screen

FieldDescriptionNotes
Controls

Import

Performs the actual transfer of data from your PMS system into Revenue.


Display

Filter which reports are visible in the table.


Columns

Source Report

Represents the report from which the input amounts are taken. Typically, these will mimic the names of reports from either the PMS or POS.


Source Line

Displays the name of the line on as it appears on the PMS/POS report.


Source Cell

Displays the name of the cell as it appears on the PMS/POS report.

This field in only available in the From PMS screen.

Amount

From PMS: Displays the amount that was imported.
Enter/change the amount denoted in the source report if entering data manually.

This is the ONLY column that may be modified on this screen, and it you can use the enter key and move from one line to the next.

Operation

Displays the type of calculation and percentage to be used in the calculation, which was specified when you configured Configuring Revenue Structure. The Operation allows you to make adjustments to the Amount to get the result you desire. There are four types of calculation methods:

  • Default (=),
  • Multiply by a percentage (X)
  • Back out Gross (tick)
  • Back out Tax (R).

Result

Denotes the final amount that will be saved to the data files. The only time there will be a difference between this and the entered amount is when an operation other than Default is configured. This column is designed to show what the ending result is for one item rather than a consolidated total for multiple items.


Destination      

Denotes the Revenue line to which the data is saved. There will be a direct correlation between this column and what prints on the Revenue reports, and what is seen on the drill down revenue screens (See Configuring Revenue Structure).


Importing From PMS/POS

  1. Select Import in the Import Revenue... screen next to the day/date for which you want to import data.
  2. Select the PMS tab.
  3. Click the Import icon.
  4. Review the data in the Amount column.

Entering Data Manually

To manually enter data:

  1. Select Import in the Import Revenue... screen next to the day/date for which you want to import data.
  2. Select the Manual tab.
  3. Enter the Amounts in the fields.
  4. Click the Save icon.