What exactly is “mapping”, particularly when it comes to mapping accounts?

The Mapping module is where the revenue and occupancy data (room nights, guest nights, covers, etc.) from the various source systems is imported to PMI. Usually there is very little maintenance of this module except in cases involving:

1. the first month of PMI usage.
2. change or upgrade of source systems.
3. changes in the general ledger (GL) chart of accounts.

Those with access rights for revenue manager, accountant, controller and administrator can access this page.

What items or accounts do I need to map? 

All revenue, revenue corrections, and statistical accounts should be mapped in PMI. Statistical accounts are those related to occupied rooms and in-house guests, both actual and historical. Payment accounts, tips, VAT, deposits, commissions, and transfer codes should be ignored in PMI.

When a new account with revenue or occupancy data is imported from a source system, a red alert box will appear on the PMI Home page notifiying you that accounts need to be mapped. You can click on the text and you will be taken directly to the Mapping – Accounts page. Mapping accounts can also be accessed from the main dropdown menu to the top left of the Home page, and clicking on Mapping Accounts. The accounts needing to be mapped will be at the top of the list.

Automated Mapping

It is possible to use automated mapping, but d2o needs to set this up for you. You can request this to be activated by contact d2o support.

View options

Select the property you wish to work with, if you have access to more than one property, then select All. When starting out, it is best to check all the boxes in the View options dropdown, to make sure that everything is uploaded properly, except for PMI Planning and GoGreen. Those are only applicable if they are part of your PMI package and they are handled seperately.

1. Unmapped – Not yet assigned to a profit center.
2. Mapped – Assigned to one or more profit centers.
3. Ignored Sources – Accounts that should not be mapped out in PMI. Only incoming revenue accounts should be mapped, not payment or transfer accounts.
4. Actual – Historical data, e.g. yesterday’s revenue.
5. OTB – On the books data, e.g. future reservations.
6. PMI Planning – Accounts used in the accounting system. This is explained separately below. Mapping accounts to PMI Planning is only applicable if PMI Planning is a part of your PMI package.
7. GoGreen – Accounts used for PMI GoGreen. This is only applicable if GoGreen is part of your PMI package.
8. Show filter – When activated, you can filter the accounts and search for data in section A, either by using the dropdown menu or by free text.

In the main window, the accounts are shown in two sections. The left side displays the source information, i.e. the data that is retrieved from your source system, and the right side displays where the data is to be used in PMI.

Hover over any of the icons below the heading “Type” to see what the file normally contains.

The accounts are shown with different background colors depending on their status:

• Red – Not yet assigned to a profit center and needs to be mapped out or ignored.
• Green – Mapped out to a profit center and thus is being used in PMI.
• Grey – Ignored account which is not used in PMI.

If there are too many accounts to be seen on one page, scroll between the pages by using the arrow icons.

Mapping accounts to PMI Revenue & profit

In the View options dropdown, make sure that “Actual”, and/or “OTB” are checked and that “PMI Planning” is unchecked.

• Padlock icon: Any already mapped accounts are locked with the lock icon. Click the padlock to edit a previously mapped account.
  • This feature may be restricted based on user rights.
• On the righthand section, the drop down menus are used to map several accounts at the same time. Use the filters in the lefthand section to select the range of accounts you want to map out. Then choose the desired profit center and/or segment in the righthand section and press the cogwheel icon next to the dropdown menu. All the visible accounts will be mapped to the selected department or segment. Save your work by pressing the diskette icon in the top right hand corner.
• If the property only receives a certain percentage of the account’s value, e.g. commission, you can set a percentage (Split percentage) for all visible accounts. Click the 3 dots in the top righthand section for this option.
• If any tax should be deducted from the account, the percentage should be entered into the “Tax” cell. This is only applicable if the source file contains tax. A tax box will appear automatically where applicable.
• Once the appropriate figures for percentage and tax have been entered, press the cogwheel next to the cell and it will be applied to all visible accounts.
• You can also choose to map out one account at a time. Select the correct profit center from the drop down menu on the righthand side. You can select “Ignored” if the values imported are not to be included in PMI, e.g. balance accounts.
• If the profit center is segmented, select the correct segment from the drop down menu. Set the percentage that should be imported. This is typically 100%, with the exception of commissions and the tax percentage, etc. This option is only available if the interface has been set to exclude tax. All revenue should be displayed excluding tax in PMI.
• If an account is a food account, and it needs to be included in your food sales, click on the fork icon and it will turn blue instead of grey. This will indicate that it is linked as a food revenue account.
• By clicking on Exclude in total, which is only visible for segmented profit centers, you can determine if the account’s value should be included in the total or not. If, for instance, the room revenue is imported from a separate total room sales account, all the segmented revenues should be excluded from the total.
• Add valid dates is used if the account’s value is to be mapped differently during a period or from a specific date.
• Split mapping will enable the possibility to split one source into two or more profit centres in PMI. Once clicked, it is possible to split the account’s value to several profit centers or segments. Here the Split percentage should be used to determine what percentage each individual mapping should get. If you want to delete an additional mapping, click on the trash can icon.

Mapping accounts to PMI Planning

• Applicable only if the account plan has been integrated.
• Make sure that “PMI Planning” is checked in the View options dropdown menu.
• First read through the instructions on how to map to PMI R&P, as mapping for PMI Planning is relatively the same . 
• Only actuals are mapped from an accounting system.
• Each account received from a source system needs to be mapped to the correct category, and then the correct account.
• When sub accounts are added, they appear in the dropdown list and you can then map actuals to them.

Additional info

You may find these articles to be helpful for more details on SAP Labor cost mapping and EMMA mapping.