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How to modify a P&L report

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What is its purpose?

There are several more choices that increase flexibility in the P&L Report module. It’s easier to focus on what figures you are looking at, and the menus are more informative.

 

What are the actual modifications?

1. Actual: Actual/ Live Forecast and Actual & Forecast WiP listed first. Sub-menu for Approved with Actual & Forecast Approved and Actual & Forecast PY year Approved.

2. Forecast: Forecast WiP listed first. Sub-menu for Approved and Other submitted. Approved will only list the last approved version. Other submitted should show the last three submitted.

3.  Target: Same as Forecast above

4. Version name (FCT5 2019 as an example) should be listed behind submit date on all submitted entries, where it exists (note that all WiP will not have a version name).

5. If a report runs for a group, identification should be VersionName from table Planning_Submited_Version, if version exists. Find the same version for the group hotels. If the version does not exist, select as today.

6. When an entry is selected and added under the Current working version, a tick box for YTD is available. If ticked should accumulate all months, as with YTD today. If not ticked, show monthly values as today.

7. A tick box for deviation is also made available, but ONLY for rows 2 and below.
– If Dev is ticked, a drop-down list with all entries ABOVE this entry is listed, but NOT any entry with Dev already ticked. Choose the column you want to compare with.

8. When running the report, the Dev. option will produce two columns, the data column (e.g. Forecast WiP) and the column showing the deviation between this and the chosen column. If a is Actual and b is Forecast WiP, where Actual is listed as the first column, the Dev should be calculated as a-b.
– If Dev is ticked a “hide” icon will be visible. Mark this, and the data column (Forecast WiP with the example above) should be hidden.

Report:

  • Headers should show version number if version exists, Approved, Last Submitted, Prev. Submitted. The date should only show in the tool tip.
  • Always use Submit date when showing data, not Status date.

Account module, View Options, Versions:

  • Show in brackets (Status, Submit Date, Version, Submit user), previously it was (Status, Status date, Status user).
  • Show Reference, reference options should also have the above information in brackets.

Troubleshooting tips

This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.

Why “Live forecast” appears instead of “Actuals” in P&L at month start

In the Planning Module Settings, each chain or property can define an Actual Date Delay Offset. This determines how many days PMI waits after month-end before switching from “Live Forecast” to “Actuals” in the P&L view.

Example scenario:

  • For a chain/property, Actual Date Delay Offset is set to 7 (could be any number like 2,3 or 5 etc.).
  • If the “Use HQ Actual Delay Offset” box is checked, then that means this property follows the HQ-defined delay.
  • With this setting, Actuals are not shown in the P&L until the 8th day of the new month.
  • Until then, the heading will display “Live Forecast”, not “Actuals,” to indicate that actual data is not yet considered final or imported.

Why This Happens:

This delay gives time for all necessary actuals (labor hours, revenue, etc.) to be finalized and imported before switching the P&L view from forecast-based to actual-based.

What Is the Staff module in PMI?

The Staff module is used to manage and maintain the staffing structure for each department, including roles, salary levels, and hourly cost settings.

Key Functions:

  • Define staff roles and link them to cost accounts (e.g., Housekeeping Attendant, Receptionist)
  • Assign hourly rates or salary levels for each role
  • Differentiate between fixed and flexible staff
  • Enable salary cost calculations in the P&L module based on scheduled hours

Access:

Only users with the appropriate permissions, such as the “Salary Editor” role, can edit the Staff module. This ensures controlled access to sensitive salary and cost data.

Where it connects:

  • Data entered in the Staff module flows into PMI Planning and is used to calculate staff-related costs in Budgets, Forecasts, and Live Forecasts
  • It does not control scheduling, shift planning, or productivity forecasts — those are handled in other modules like Cockpit or Forecast

What does “Factor” mean in the value block?

In PMI’s Planning module, the “Factor” option allows you to automatically multiply values from other lines — instead of entering a fixed value or percentage manually. It’s perfect for calculating costs or figures tied to volume or activity levels.

Example 1: Laundry Cost per Guest Night

Let’s say you want to calculate laundry cost in the P&L, and you know your hotel spends $2 per guest night on laundry.

Instead of entering the cost manually:

  1. Link the “Laundry (guest-related)” line to your Guest Nights account.
  2. In the Value block, choose “Factor” and enter 2.

Result: If you have 500 guest nights, PMI will show $1,000 for that month (500 × 2).

Example 2: CO₂ Emissions from Electricity

Suppose you want to calculate estimated CO₂ emissions based on your electricity usage. You know each kWh used emits 1.5 kg of CO₂.

To automate this calculation:

  1. Link your emissions line to the electricity usage account (e.g., kWh total).
  2. Set the Factor to 1.5.

Result: If 1,000 kWh are used, PMI will display 1,500 kg CO₂ (1,000 × 1.5).

 

Summary – Options in the Value Block

  • Value – Shows the raw total (e.g., 500 guest nights, 1000 kWh).
  • Factor – Multiplies a base value by a fixed number (e.g., 500 × 2).
  • Percent – Calculates a percentage (e.g., 10% of revenue).

What does “Display per unit” do in the percent block?

The "Display per unit" checkbox in the Percent block changes how percentages are calculated and shown. Instead of calculating percentages based on total values, it shows them relative to each operational unit — like per room night, guest, or cover.

Use "Display per unit" if you want to:

  • Break down a percentage cost by unit (e.g., linen cost per room or food cost per cover)
  • Compare costs across departments or properties with different volumes
  • Monitor per-unit efficiency, not just total contribution

Example 1: Laundry Cost per Guest Night

  • Laundry total cost: $1,200
  • Guest nights: 600
  • Revenue: $15,000

With Display per unit:

  • $1,200 / 600 guest nights = $2 per guest
  • $2 / $25 revenue per guest = 8% per unit

Without Display per unit:

  • $1,200 / $15,000 = 8% total

Same percentage, but "Display per unit" clarifies it’s tied to per guest night, not overall totals.

Where it appears:
You’ll find this option in the Planning module when editing a line and choosing the Percent value type. It works together with account links and custom lines.

PIA chat – R&P and financial context

If you’re using the Revenue & Productivity (R&P) module in PMI, keep in mind that this module focuses on revenue and productivity metrics rather than full financial reporting.

  • Since not all cost data is available within R&P, the AI cannot provide full Gross Operating Profit (GOP) calculations.
  • If cost-related insights are needed, AI will only infer potential GOP impacts based on available data but won’t generate GOP estimates unless explicitly asked.
  • When a P&L module is present, the AI can incorporate a broader financial view, but without it, responses remain revenue and productivity-focused.

Manually link Forecast revenue from R&P to Planning

To manually link forecast revenue from the Revenue & Productivity (R&P) module to the Planning module in PMI:

  1. Go to the P&L module → Accounts.
  2. Select the account you want to link (e.g., Room Revenue).
  3. Under Source Definition, choose the source data, such as: Hotel Name → Room Revenue (Forecast)
  4. Save your changes.

This method gives you full control and allows you to override automatic data flows or pull data from specific departments as needed.

Note: While this process is not always shown step-by-step in the Knowledge base, it aligns with how account source definitions work in PMI.

Live forecast shows zero despite formula setup

Issue:

Some accounts in the Live Forecast column show 0 even though formulas exist. This is sometimes seen when:

  • The formula appears present but doesn’t calculate
  • Other months (e.g., June) work correctly while the current month (e.g., May) doesn’t

Possible Causes:

  • Constants set to 0% for the month in question
  • Manual override that removed the formula for that month
  • Missing or invalid data inputs (sales volume, pricing, etc.)
  • Formulas not copied/applied correctly to the affected month

What to Check:

  1. Open the account in the P&L module (e.g., 3030 or 3031)
  2. Click the formula icon to view the current calculation setup
  3. Verify if a constant is applied — and whether it’s 0% for the month
  4. Check if there is a manual value override instead of a formula
  5. Compare behavior between working months (e.g., June) and the affected one

Recommendation:

If you’re unsure or need help analyzing the setup:

  • Take a screenshot of the formula popup (showing constants and calculation structure)
  • Share it with support for a more accurate assessment (This step is especially important when constants are involved.)

How to tell if a forecast for future months has been submitted

PMI does not send automatic alerts for missing forecasts, but you can check the submission or status in two different modules depending on how your property is configured:

Option 1: PMI P&L (Planning) – Recommended Method

This is the formal submission process where forecasts are actually locked and reviewed.

Steps:

  1. Navigate to: Planning → Profit & Loss → Tools → Status
  2. Select Property and Period (e.g., next 1–3 months).
  3. At the top, switch to “Forecast” (not Budget or Actual).
  4. Scroll down to view Profit Centre statuses.

Statuses explained:

  • Live = Forecast values exist but not yet submitted.
  • Ready = Submitted by the department but not locked.
  • Locked = Submitted and finalized (no further editing).
  • Rejected = Returned to department for correction.

Approval Status (optional):

Some properties have approval workflows. If enabled, you’ll also see:

  • Pending, Reviewing, Approved, or Rejected by management.

This is the most reliable way to confirm if forecasts have been submitted and finalized.

Option 2: PMI R&P (Live Forecast)

This is often used for setting forecasts, but it does not have a submission workflow like P&L.

Steps to Review:

  1. Go to Live Forecast
  2. Click the Tools icon → Submit from Live Forecast
  3. Choose period: Next three months or a custom range
  4. Review values
  5. Click Submit to push values to the Forecast version

Note: This action copies values but does not change the status to “Ready” or “Locked.” For that, you must use Planning Status Tool (Option 1).

How to create or customize a report in PMI Planning

In PMI’s Planning module, you can tailor reports to your needs by customizing existing views or creating new ones, provided you have the appropriate user rights. There are two main ways to get report-style outputs.

1. Customize a View in the Accounts Page (most common)

If you are in Planning → Profit & Loss → Accounts, you can:

  • Use the filters and dropdowns to select version (Budget, Forecast, Actual), period (Month, YTD), and department.
  • Toggle checkboxes for deviation, percentage, or accumulated view.
  • Add or remove columns using the pencil icon.
  • Click the Export icon to download the report to Excel.

This method is most common and what users often mean when they say “create a report.”

2. Use the Reports Section (if enabled for your property)

If your property has access to the Reports section in the top menu:

  • You can customize and save reports with more structure.
  • Set default filters, select comparison versions, and share report views with others.
  • If integrated with Profitbase (PMI plus), those reports will also show here.

Important Notes:

  • If you don’t see the Reports menu, you can still build effective reports directly in the Accounts view by filtering and customizing.
  • Reports are not saved by default — but your filtered view can be exported any time.

How to create a chain-level report in Planning

When you build a report in Planning → Report setup, PMI lets you decide who can see and run it.
The key setting is the owner / scope of the report.

1. Create the report as usual

  1. Go to PMI Planning → Report setup.
  2. Click New report (or open an existing draft).
  3. Design the layout, filters, and KPIs you need.

 

2. Set the report’s scope to the whole chain

At the bottom (or in the side panel, depending on version) you’ll find a field called Owner, For, or Hierarchy selector.

  • Select the chain name – not a single property. This makes the template visible to every hotel that belongs to the chain.

If you leave the owner on a property, only that property will see the template.

 

3. Save & publish

  1. Click Save.
  2. Confirm the report now appears in the Report list for every property in the chain (they may need to refresh the page).

 

4. Tell each hotel how to use it

  • Ask every property to open Planning → Reports, pick the new template, and run it for the month that just closed.
  • They then click Submit / Lock (or whatever your normal version-submission button is).
  • Head-office can collect all submissions with Approve several or by exporting the chain-level report.

That’s it: set the scope to Chain → save → each hotel can run and submit the same standard report every month.

How to copy and paste a formula in the P&L Source definition tool

If you’re trying to reuse a formula from one account in another (e.g., from “Kitchen – Paid Holidays” to “Steward – Paid Holidays”), here’s how the paste function works in the Source Definition popup in PMI Planning:

Step-by-step

1. Open the account with the formula you want to copy from

  • Click the calculator icon next to the line (e.g., “Kitchen – Paid Holidays”).
  • The full formula setup will appear.
  • Click the clipboard icon (top right of the formula popup) to copy the formula.

2. Open the target account

  • Navigate to the account you want to apply the formula to (e.g., “Steward – Paid Holidays”).
  • Click its calculator icon to open the Source Definition.
  • Now, the clipboard icon (paste button) in the new window should be active.
  • Click it to paste the copied formula.

3. Review and Save

  • Review the pasted formula and adjust department/category mappings if needed.
  • Click Save/Update to apply the formula to the new line.

Troubleshooting

  • The Paste icon will only activate if a valid formula has already been copied during the session.
  • If it appears inactive, go back and re-copy the formula from the original line.
  • Advanced/Secured checkboxes: Ensure the right options are selected based on how the formula was originally configured.
  • The feature works within the same browser session—reloading the page or logging out may reset the clipboard.

How to confirm if P&L accounts are pulling the correct data

To quickly check if the revenue shown in your P&L report matches what’s in the Accounts view, and to confirm where the data is coming from (e.g., Budget, Forecast, or Live values), follow these steps:

Step 1: Compare Totals

  • Open the P&L report and note the total revenue.
  • Then go to Planning → P&L → Accounts for the same period.
  • Use the filter to show only Revenue accounts to simplify the view.
  • Check that the totals match. If they do — you’re good to go ✅

Step 2: Check Where Each Account Pulls Data From

To understand exactly which source (Budget, Forecast, etc.) a revenue account is using:

  • Still in Planning → P&L → Accounts, find the account in question.
  • Click the calculator icon next to the account name.
  • A pop-up labeled Source Definition will appear. This shows which dataset PMI is using — such as:
  • Hotel name → Room Revenue (Forecast)
  • Hotel name → Food Revenue (Budget)

This is especially useful if your setup includes manual overrides, custom mappings, or multiple data sources.

Step 3: If Totals Still Don’t Match

  • Check account mappings: Go to Mapping → Accounts and confirm each account is correctly assigned.
  • Look for split accounts: If one account feeds multiple departments, make sure the splits are correct.
  • Use the Import Status module to check if all expected revenue has been pulled in.
  • Use Flash Report: Hover over revenue figures to view the underlying data imported from your PMS/POS.

How to add staff to a department in the PMI (Manual entry vs Scheduled workflow)

There are two ways to register staff and calculate personnel costs in PMI, depending on the department setup.

1. Manual Staff Entry (Fixed Cost or Non-Scheduled Departments)

Use this if you’re adding staff in departments like Admin, Maintenance, or any area not driven by schedules.

Steps:

  1. Go to the P&L module, and select the relevant department.
  2. Choose the “Staff” view at the top.
  3. Hover over the department row and click the edit icon.
  4. Select “Add Staff” and fill in title, rate, hours, etc.
  5. Click Save.

Use this method when the department doesn’t use PMI R&P scheduling for staffing.

2. Dynamic Forecasted Staff Costs (Schedule-Driven Departments)

Used for departments like Housekeeping or Restaurant, where staffing is based on actual schedules.

Steps:

  1. Go to PMI R&P > Schedule and input staff shifts.
  2. Save and Send to Forecast (this pushes data to Planning).
  3. In PMI Planning > P&L, choose Staff view and ensure version is set to Forecast.
  4. Rates and hours will calculate automatically based on the sent schedule.

If the table is empty, check that schedules have been saved and sent to Forecast.

How to activate deactivated accounts in Planning

If you want to reactivate accounts in the Planning module (e.g., accounts that were previously removed from view), follow these steps:

Step-by-Step Instructions

Go to the Accounts View

  • Navigate to PMI Planning → Profit & Loss → Accounts.
  • Make sure you’re in the Edit View (gear icon must be enabled, not grayed out).


Enable ‘Show All’

  • Tick the box “Show All” to display both active and deactivated accounts.
  • This will also reveal rows that are grayed out or hidden.
  • Ensure the correct department is selected (to avoid delays).


Locate the Deactivated Account

  • Use the search box to type in the account number or name.
  • You can filter multiple accounts by separating them with commas (e.g., 4101, 4305).


Re-Activate the Account

  • Once found, locate the checkbox next to the account row — this enables/reactivates it.
  • Note: You can’t “click” the row like a form — you must tick the checkbox to reactivate.


Save Your Changes

  • Click the save button
  • Once saved, the account will be active and visible in forecasts or budget input.


Tip:  
If you still don’t see the account or it won’t activate:

  • Make sure the account isn’t locked via period locking or hierarchy settings.
  • You may need admin rights to reactivate accounts across departments.

How do I validate that the revenue in my P&L report matches the revenue in my accounts view?

To quickly check if the revenue in your P&L report matches the Accounts view, follow these simple steps:

Step 1: Compare Totals

  1. Go to the P&L Report and note the total revenue.
  2. Then open the Accounts view for the same period.
  3. Use the filter to only show Revenue accounts — this simplifies the comparison.
  4. Check if the total matches the revenue shown in your P&L report.

Tip: Click the calculator icon next to any account in the Accounts view to open the Source Definition. This will show you exactly which department or source system the data is pulled from — great for spotting mismatches.

If everything adds up, you’re all set ✅

 

Step 2: If Totals Don’t Match

  • Check account mappings: Go to Mapping → Accounts and confirm each account is assigned to the correct department/category.
  • Look for split accounts: If one account is shared across multiple departments, check the split percentages in the mapping tool.
  • Verify imported data: Use the Import Status module to confirm all expected revenue has been imported into PMI.
  • Cross-check via Flash Report: over over figures in the Flash Report to see the raw data pulled from PMS/POS systems. Compare with what’s in the accounts view.

How do I remove an account in PMI Planning?

Important: Accounts that already hold any data (actuals, budget, forecast) cannot be deleted outright. In PMI we de-activate them so they no longer appear in reports or input screens.

Step-by-step (de-activating an account)

  1. Open the Accounts tool: Planning ▸ Profit & Loss ▸ click the spanner / tools icon ▸ Accounts.
  2. Show everything: Tick Show all (top-right) so inactive rows are visible and the page loads every account.
  3. Find the account: Use the search box; you can type the account number or part of the name.
  4. Untick the “Active” checkbox. In the right-hand column you’ll see a tick for each active account.
    • Untick it to de-activate.
    • If the box is greyed out, the account is locked by Period Locking or you lack rights – ask your administrator.
  5. Save: Click the save button. The row turns grey; the account will disappear from input screens after a refresh.

 

What if the account still shows up?

  • Period is locked – unlock it in Advanced Settings ▸ Period locking, then repeat the steps.
  • Mapped in a cockpit driver – remove that mapping first.
  • Hierarchy override – the account may be forced on by HQ settings; only chain admins can deactivate it.

That’s all: use the Accounts tool, untick Active, save – the line is now hidden from everyday use while all historic data remains intact.

Goal Distribution Tool (GDT)

What is GDT? The GDT helps set long-term sustainability goals at the chain level, breaking them down into property-specific and monthly targets. These targets are visible in the GoGreen cockpit and Planning pages.

Goal Targets Not Displaying

  • Ensure that goals have been properly set and distributed at the chain level.
  • Check if the property has the required data, such as historical usage and occupancy figures.
  • Verify that the property’s activities and local weather conditions have been factored into the calculation.

Generate reports in the Timesheet

If you have trouble to generate (make or create) a report in the timesheet, one common solution to try is checking your view settings. Specifically, make sure you've included all necessary parameters, such as "Include Period-End" in your report criteria. This step is often overlooked but crucial for generating comprehensive reports that match your expectations. If you're still encountering difficulties, you might need to look into more detailed settings or permissions that could be affecting your ability to generate the report.

FTE looks incorrect — what to check

If your FTE looks too high, here’s what to check:

  1. Wrong row selected: Make sure you’re reading the correct FTE row. Some rows include non-productive hours (e.g., sick leave, training), which inflate the total.
  2. Standard hours mismatch: In Advanced Settings, confirm the working month setup. For example: 23 days × 8 hours = 184 hrs per person368 hrs for 2 people = 2.0 FTE.
  3. Min/Max hours configured?: Some departments have minimum or maximum hour constraints that influence calculations. Check if these are active.

Tip: Use the calculator icon next to the value to view how the FTE is being calculated.

If the hours look right but the FTE doesn’t match expectations, it’s often just the wrong table row being referenced.

Can I add a new account without downloading and uploading an Excel file?

Only sub-accounts can be added manually within PMI. If you’re trying to add a completely new account (i.e., not under an existing account), this must be done using the Excel upload template.

To Add a Sub-Account (no file needed):

You can add a sub-account in Planning → Profit & Loss → Accounts:

  1. Switch to Edit View (gear icon top-right must be active).
  2. Locate a parent account that is not connected to a source.
  3. Click the ”+” icon next to it.
  4. Enter the sub-account details and save.

Sub-accounts are useful for categorizing internal details under one summary account. The totals will be rolled up to the main account.

Important Notes:

  • If the parent account is connected to a source, you will need to remove the connection first to unlock the “+” icon.
  • If you’re missing the Edit View or “+” icon, check your permissions, view settings, or module activation.
  • New standalone accounts (not sub-accounts) must be added via the Excel template upload.