PS: Managing the API Data Portal List

The Hook:

• Use this workflow to define which GL accounts and data points are accessible to external interfaces via the API or Data Portal.
• The API List (identified by the (Portal) type) acts as a filter, determining exactly what data is shared or displayed in API calls. Administrators can modify this list to add or remove accounts as needed.

 

Prerequisites:

• Permissions: Requires Company Admin access to the Report Designer.
• Knowledge: Users must understand the specific Value Types (ValTypes) required for the data being shared (defined below).

 

The Steps:

Phase 1: Adding Accounts to the List

1. Navigate to the Admin menu and select Report Designer.
2. Locate the report row where the Type column displays (Portal).
3. Click the List icon in the Actions column.
4. Click the Switch to Items View link at the top of the screen.
5. Locate the specific GL account to add:
   • The screen defaults to the Rooms department.
   • Use the Options icon or the White Arrows next to the Department Name to navigate to other departments.
6. Check the box in the Select column (far right) for the line item you wish to add.
7. Click Save.

 

Phase 2: Configuring Sort Order and Value Types

1. Click Switch to List View to return to the main list.
2. Locate the newly added items.
3. Enter a number in the Sort column to determine the display rank in the dropdown list.
4. Assign a ValType (Value Type) to the line item.
   • WARNING: Only use the supported ValTypes listed in the Configuration Guide below. Using unsupported types may cause reporting errors.
5. Click Save.

 

Configuration Guide: Supported Value Types:

When assigning a ValType in Phase 2, use only the following options.

ValType	Definition	Best Use Case
AMT (or Amount)	Populates the dollar amount for revenue, expense, or labor.	Standard GL Accounts.
Rate	Populates ADR, Average Check, or Hourly Rate.	Only use for items that actually have a rate. Do not assign to Expense lines.
Statistic	Populates Rooms Sold, Covers, Labor Hours, etc.	Statistical accounts.
$ per Occupied Room	Calculates cost per occupied room.	Expense analysis.
Per Available Room	Calculates cost per available room.	Expense analysis.
% of Revenue	Calculates the expense as a percentage of Total Revenue.	Margin analysis.

The Result:

• Success: The new line item is saved, sorted, and immediately available for use in the API/Data Portal interface.

 

Troubleshooting:

• Data not appearing in API: specific ValType. Ensure you have not assigned a Rate type to an expense account, or used a ValType not listed in the table above.
• Cannot find the account: Ensure you clicked Save in the "Items View" before switching back to the "List View."