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.

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.

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.

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).

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.

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.

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.

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.

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 person → 368 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.

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).

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.

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.

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.