TABLE OF CONTENTS

• Overview
• When to use this
• Before you begin
• Splitting an AP invoice between properties
• Splitting a register deposit between properties
• Splitting a register withdrawal between properties
• What happens on the books
• Editing and correcting a split line item
• Frequently asked questions

Overview

Inn-Flow now allows line items on a property's AP invoice, register deposit, or register withdrawal to be assigned to a different property. This is the mechanism that lets one property pay or collect on behalf of another - and have that amount flow automatically into Reimbursements 2.0 as money owed between the two properties.

Previously, line items could only be assigned to the property listed on the transaction header. If Property A paid an invoice that included costs for Property B, accounting teams had to route everything through the Enterprise entity or record manual journal entries. That workaround is no longer necessary.

The short version: when you enter a transaction for one property and part of it actually belongs to another property, split that portion to the other property on the line item. Inn-Flow tracks it as an outstanding reimbursable transaction until it's settled through Reimbursements 2.0.

When to use this

Use split line items between properties any time a transaction at one property includes cost (or revenue) that belongs to another. Common examples:

1. Property A pays a vendor invoice that includes supplies for both Property A and Property B.

2. Property A makes a register withdrawal to cover a shared expense that benefits Property B.

3. Property A receives a deposit that includes revenue that actually belongs to Property B.

4. A single shared-services invoice (e.g., insurance, corporate IT) needs to be split across several hotels.

If the full transaction belongs to the header property, no split is needed — proceed as you do today.

Before you begin

To see the option to split a line item to another property, you must:

1. Be on Reimbursements 2.0 (automatic at General Availability; no action required by the user).

2. Be creating the transaction for a non-enterprise (hotel) EHID. Enterprise invoices and register entries have always supported cross-EHID splits and continue to work as they do today.

3. Have permission on the destination property. Only EHIDs you have access to appear in the split EHID dropdown.

Splitting an AP invoice between properties

Use this when the invoice header is assigned to one property but some of the charges actually belong to another.

Steps:

1. Go to Accounting → Accounts Payable → Invoice Inbox.

2. Open the invoice and click Create Invoice (or Edit if it's already drafted).

3. In the invoice header, confirm the EHID is set to the property that received the invoice.

4. In the Line Items section, add the line as you normally would (GL account, amount, description).

5. In the line item's EHID column, open the dropdown and select the property the cost actually belongs to. This is the new capability — the dropdown now shows other EHIDs you have access to, not only the header EHID.

6. Repeat for any additional lines that belong to other properties. You can split across multiple properties on a single invoice.

7. Confirm the line item totals match the invoice total, then Save or Submit the invoice.

What you'll see after saving: the invoice posts exactly as it always has. The only difference is that each line item assigned to a different property is now flagged as a reimbursable transaction between the two EHIDs (see "What happens on the books" below).

Splitting a register deposit between properties

Use this when a deposit is made into one property's account but a portion of the funds belongs to another property.

Steps:

1. Go to Accounting → Register and select the property whose account is receiving the deposit.

2. Click Add Transaction → Deposit.

3. Enter the header details (date, payer, account, total deposit amount).

4. In the Line Items section, enter the first line as usual.

5. In the line item's EHID column, select the property the revenue actually belongs to.

6. Add additional lines as needed, assigning each to the appropriate property.

7. Verify the line total matches the deposit total and Save.

Splitting a register withdrawal between properties

Use this when one property pays for something — via check, manual ACH, or other register withdrawal — where part of the cost belongs to another property.

Steps:

1. Go to Accounting → Register and select the property whose account is making the payment.

2. Click Add Transaction → Withdrawal.

3. Enter the header details (date, payee, account, total amount paid).

4. In the Line Items section, add each line as usual.

5. For each line that belongs to another property, set the EHID on the line to that property.

6. Verify the line total matches the withdrawal total and Save.

What happens on the books

This is the part to understand clearly — it's where split line items differ from a journal entry.

At the moment of save:

1. The transaction posts immediately and normally. Bank balances, register balances, and bank reconciliation are unaffected. If cash moved, cash moved.

2. For each line item assigned to a property other than the header EHID, Inn-Flow creates a reimbursable transaction reference. This is a logical record, not a financial transaction — nothing is debited or credited on either property's books as a result of the split by itself.

3. No reimbursement record is created. No transfer is created. No voucher is created. The split only establishes that the two properties now have an inter-entity balance for that line item.

In Reimbursements 2.0 (after save):

1. The split line item shows up in both properties' Reimbursements views.

2. For the header property (the one that paid out or received the money), the split appears as an amount the other property owes them (Due From in EHID View).

3. For the other property (the one the line was assigned to), the same split appears as an amount they owe the header property (Due To in EHID View).

4. Either property can then initiate a reimbursement in Reimbursements 2.0 — for the full amount, for a partial amount, or netted against other outstanding transactions between the two.

5. When a reimbursement is created and paid, the transfer posts cash between the two properties' accounts and clears (or partially clears) the outstanding balance.

Bottom line for accounting: the split records what is owed between properties. The reimbursement record and transfer — created separately through the Reimbursements 2.0 page — are what actually move cash between the two properties' accounts.

Editing and correcting a split line item

Once a split line item has been linked to a reimbursement, its edit behavior changes depending on the reimbursement's status:

This lock exists to preserve the audit trail. If a split has already been settled, the underlying transaction shouldn't change without first reversing the settlement.

Frequently asked questions

Do I have to split the entire line?

No — split lines as you would any other line item. You can have one line assigned to the header property, one line assigned to Property B, and one line split between several others. The sum of the lines must equal the invoice or register transaction total, as it does today.

Can I split to the Enterprise entity?

Yes. Any EHID you have permission to access — including Enterprise — is a valid destination for a split.

What if I picked the wrong property on a line?

If no reimbursement has been created against the line yet, just edit the transaction and change the EHID. If a reimbursement exists, follow the correction steps in the table above.

Does this affect how the invoice or register transaction appears on the General Ledger for the header property?

No. The invoice or register transaction posts to the header property's books exactly as it always has. The inter-entity piece is tracked separately in Reimbursements 2.0.

What if the property I want to split to isn't in the dropdown?

Two possible reasons: (1) you don't have permission on that EHID — work with your Inn-Flow administrator to add access, or (2) your portfolio has not yet been migrated to Reimbursements 2.0. Contact your Customer Success representative if you believe the feature should be available.

Can I split a transaction across more than two properties?

Yes. Each line item carries its own EHID assignment, so a single invoice or register entry can be split across as many properties as needed.

Does this replace manual journal entries we've been using for inter-entity activity?

For most inter-entity activity originated at invoice or register level, yes. Manual journal entries are no longer required to record what is owed between properties — the split line items do that automatically. Journal entries remain appropriate for adjustments that don't originate from an invoice or register transaction.