Importing data from hotel and restaurant systems
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Uppdaterad 2026-11-06 08:37
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Short answer
Select the report from OPERA or Micros that contains the data you want to track in Timeplan. Agree with the integration manager on the correct import profile, company, and accounts. Then test a file and compare a known date and value with the source report.
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Before you start
The import module must be enabled to import data from hotel and restaurant systems. Save an unchanged example report, the exact name and date of the report, and information about which company and units it belongs to. Different reports use different formats and different values for sales, guests, bookings, and forecasts. A file should therefore not be sent to another profile’s recipient just because the file extension seems to fit.
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Prepare the report
1Select the correct report and profileCompare the name and content of the source report with the import profile that will receive it. #### Details - OPERA F112 History and Forecast is used for reservations, occupancy, guests, rooms, and revenues among other things. It uses a semicolon-separated report with a specific date column. Another OPERA report may have similar headers but mean something different. - OPERA F126 Financial Transaction Summary relates to financial transactions. Daily Catering Forecast instead concerns forecasted attendance numbers for food and conferences. Choose based on the value you actually want to import, not just because both come from OPERA. - For Daily Catering Forecast, columns must be in the agreed order. The import reads the values by their position in the file rather than using the file’s own header row as guidance. If the source system moves columns, for example, attendance numbers can be interpreted as another value or incorrectly linked without a clear error message. Therefore, compare the column order with the established profile before delivery. - Micros Revenue Center Report is an Excel report showing guests and receipts per revenue centre. OPERA Major Group Sales by Revenue Center contains an HTML table even if the incoming file’s name may suggest a different format. OPERA ORMS orms_daily_summary is an XML report for forecast data.
2Check company and accountsVerify how the report’s profile identifies the company, which accounts it populates, and whether values should be divided by work tasks. #### Details - F112, F126, and Daily Catering Forecast identify the company via the agreed sender address. The Micros report and Major Group Sales use an agreed subject line instead. If that key changes, the file can be received without being assigned to the correct company. - ORMS uses the value RESORT in the XML report to locate the company. It is thus not the sender or subject line that makes the company linkage for that profile. Check the current profile’s identifier against the Import-id on the Company page, and do not change that information on a whim to get a file processed. - For F112, the work task’s Import-id can direct values to that work task. F126 uses TC_SUBGROUP, and Catering uses EVENT_TYPE for their breakdown. Pay particular attention to agreed values on the Work Task page: if an F126 subgroup does not find the right work task, the value may go to the company instead. A company value therefore does not prove the allocation was correct. - Micros uses the report’s Revenue Center for splitting into work tasks. Guests and receipts have separate values per revenue centre, while separate total accounts aggregate the company values from the report. Check these components individually; a correct total can hide that a unit has an incorrect link. - The accounts’ External ID, other systems on the Accounts page need to correspond with the profile reading the report. For Major Group Sales, the link is based on a combination of the report’s first two columns and the value column’s header. ORMS distinguishes BOOKED from FORECAST and assigns values to accounts for booked rooms or forecast respectively. These data should not be mixed just because the date is the same. - For Daily Catering Forecast, ATTENDEES is used when the import automatically creates a new account. However, this is not a reliable filter for other values in an already established environment: a numeric revenue field already mapped to an account can also be imported. Ask the integration manager to check both the attendance account and existing mappings for the report’s revenue fields, so that a test file does not silently alter more accounts than intended. - Preserve the account’s external identifiers even if the display name needs clarification. External ID, payroll system is a different link and should not be changed to correct statistics. An account set up without a processed import delivery has not yet received any imported values. - Note the values you expect on each account and unit. This allows comparison of the test delivery with a known baseline rather than just checking that some figure has appeared in Timeplan.
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Test and follow up
1Deliver a test reportHave the integration manager process a test file with the agreed profile and check the run results. > [!WARNING] > Check the date in Major Group Sales before import > Verify the report date before processing a test file for Major Group Sales by Revenue Center. If the date cannot be interpreted, the current import may still save the values but on 1900-01-01 instead of the report’s actual date. Therefore, do not expect a date error to automatically block the file before any changes. > [!WARNING] > Check the Catering file’s column order before import > If the source system has moved columns in Daily Catering Forecast, the import can read values under the wrong meaning without stopping the file. Ask the integration manager to compare the file’s column order with the agreed profile before processing the test file. > [!WARNING] > Compare previous values before resending a statistics file > In the column-based import method with one date per row, a new company row can also replace previous values for work tasks on the same account and date. The import does not limit deletions to statistics from the same delivery method, so matching budget values may be affected. Empty or unreadable numbers can become zero and initiate the same replacement. Have the integration manager first confirm that the chosen report profile uses this method and compare all affected companies, accounts, dates, and work tasks with prior data. This is a known risk in the current method, not an intended way to clean data. #### Details - Check that the report covers the correct date and that the date format matches its profile. Wrong report dates can cause an otherwise correct value to land in the wrong period. - If the report’s header or structure does not correspond to the agreed profile, investigate which report was generated. Do not just change the file extension and try again; request the correct report from the source system and have the integration manager check how the file was processed.
2Compare the resultCompare a value and date in the source report with the correct company, account, and unit in Timeplan. > [!WARNING] > Do not correct a divided import in the manual table > The Manual balances page may show a single value when multiple work task values belong to the same account and date. Show does not change values, but Save can affect matching values not shown. Have the integration manager check the entire allocation before any manual correction. #### Details - Preferably select both a company value and a unit value when the report contains such breakdowns. This will reveal if the import found the correct company but lost the unit linkage. - For OPERA F112 History and Forecast, compare all intended dates with the result, not just one successful row. The current import can skip rows whose dates cannot be interpreted while saving others. The file is reported as failed only when no balances at all have been imported. A successful file status thus does not guarantee every row was included. Determine which dates have already received values before resubmitting a corrected file. - For OPERA F126 Financial Transaction Summary, compare the raw value in GROSS_AMT with the saved value; do not assume that the account’s unit has converted the amount. The current import calculates an adjustment for money or time but still saves the raw value. Therefore, verify both the figure and the expected scale against the source report before approving the test delivery. - For Major Group Sales by Revenue Center, several composite keys in the same file can be linked to the same account. Values are then summed for that file. However, a later separate file for the same account and date replaces the earlier value instead of further summing. Compare the whole file’s contribution and previous deliveries before interpreting the account’s total or resubmitting the file. - For Major Group Sales by Revenue Center, check whether values have ended up on 1900-01-01 when the correct report date is missing in Timeplan. An error in processing can also leave some values saved and others not, while the file reports as successful. Have the integration manager clarify the entire saved result and the correction method before resubmission so that a new file does not further complicate distinguishing already changed values from those still missing. - For ORMS orms_daily_summary, compare the future dates actually in the XML file with imported values. The report typically covers many upcoming days, but a date missing from the file is not the same as a zero forecast. Do not enter a zero value or conclude the import failed just because that date is missing. - If a new ORMS file contains fewer future dates than the previous one, compare which dates were actually sent in both files before interpreting the difference as a changed forecast. Do not ask for a resubmission only because a date is missing: without a value for that day, there is no new zero outcome to reconcile. Instead, check the source report’s date range with the integration responsible. - Also compare the account’s Account unit with the report’s content. A number of guests, number of receipts, and an amount are different bases even if the figures happen to be equal. After processing, calculated balances need updating before the Weekly overview, reports, and Key figures show results; a received file alone does not prove that update is complete. - If an expected value is missing, check whether the report’s structure has changed or if the column’s mapping to an account is missing. Read the result for that particular file before resending. A new delivery otherwise makes it harder to distinguish an as-yet-missing value from one already saved.
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Confirm the results
The test delivery is approved only when the file is identified as the correct profile, correct company, and correct date, and when expected values are present on the correct accounts and units. Document the report variant and who is responsible for future changes in the source report.
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Frequently asked questions
1Why can’t one OPERA file replace another OPERA file?The reports describe different business events and have their own headers, date formats, and account mappings. The import needs the profile corresponding to the report’s actual content.