PS: Mapping Group & Transient OTB Data

The Hook: Use this workflow to map imported PMS and Sales System codes to your General Ledger accounts.

Correct mapping ensures that future group and transient reservations (OTB) appear accurately in Forecast screens, Daily Pace reports, and Actuals/Definitions datasets.

 

Prerequisites:

• Permissions: Requires access to the Forecast module and Import settings.
• Data Knowledge: Users must understand their import sources (PMS vs. Sales System). Mapping the same booking from both sources will cause duplicate revenue in reports.

 

The Steps:

1. Navigate to the Forecast module and select Forecast - Imports.
2. Click Map Group - Transient OTB.
3. Click the Options icon to filter the list (e.g., select New to view only unmapped items).
4. Locate the row to map and verify the Type column.
   • Note: Codes with identical names may have different Types (e.g., "Food" vs. "Rental"). Ensure you map to the correct GL based on the Type.
5. Click the Edit (Pencil) icon in the Account column.
6. Select the appropriate Revenue Account from the Chart of Accounts window.
   • The Name column will populate with the selected GL Name.
7. Navigate to Import OTB from PMS (or Import OTB from Sales) under the Forecast module once all items are mapped.
8. Click the Import icon and select Update.
   • This step is required to refresh the datasets and apply the new mappings to reports.

The Result:

• Success: The mapped revenue and reservation data immediately appear in the Forecast screen comparison columns and Report Datasets.

 

Troubleshooting:

• Duplicate Bookings: If revenue appears doubled in reports, check the Source column in the mapping screen. Ensure you are not mapping the same booking from both the PMS (Transient) and the Sales System.
• Reappearing Codes: Do not delete active codes using the Trashcan icon. If an active code is deleted, it will re-appear during the next system import and require re-mapping. Only delete historic codes that are no longer in use.