Hansji Corporation — Accounting Redesign, Data Integration, Reconciliation, BI & Automation

flowchart LR
    subgraph SRC["Property systems (vary by hotel)"]
        PMS["PMS
Maestro / Fossi"]
        POS["POS
Silverware / Upserve / Gilbarco"]
        PAY["Payments
Paymentech / Fullsteam / Stripe / Tock ..."]
        PR["Payroll
Paycom / 7Shifts"]
        AP["AP / Expense
Ottimate / Expensify"]
    end
    SRC -->|"download reports
manually"| M1["Analytix + GMs
re-key & reformat"]
    M1 -->|"hand-map accounts
& dimensions"| M2["Manual spreadsheets
(CC batches, temp labor, waste)"]
    M2 -->|"manual import"| SI["Sage Intacct"]
    M2 -.->|"failed imports
re-processed by hand"| M1
    SI --> PROB{"Consequences"}
    PROB --> P1["Error risk &
weak audit trail"]
    PROB --> P2["Slow month-end close"]
    PROB --> P3["No management visibility"]
    PROB --> P4["Leaders doing clerical recon,
not running hotels"]
    classDef bad fill:#fde2e2,stroke:#c0392b,color:#7b241c;
    class PROB,P1,P2,P3,P4 bad;
    

flowchart TD
    subgraph SOURCES["Source systems (per property)"]
        S1["PMS"]:::src
        S2["POS / Fuel"]:::src
        S3["Payment processors"]:::src
        S4["Payroll / Time"]:::src
        S5["AP / Bank feed (BofA Cash Pro)"]:::src
    end
    SOURCES -->|"API / SFTP / scheduled report
(confirmed per system)"| RAW["1 · RAW LANDING
immutable, as-received"]:::stage
    RAW --> VAL["2 · VALIDATED & STANDARDISED
control totals · dedupe · business-date"]:::stage
    VAL --> ACCT["3 · ACCOUNTING-READY
mapped · balanced · approved journals"]:::stage
    ACCT -->|"controlled, idempotent load"| SI["Sage Intacct
(system of record)"]:::sor
    VAL --> RPT["4 · REPORTING-READY
dimensional · KPI-conformed"]:::stage
    RPT --> DASH["Role-based dashboards
Rooms / F&B / Payroll / Controls"]:::out
    RAW -.-> EXC["5 · EXCEPTION & AUDIT
every posting traceable to source"]:::exc
    VAL -.-> EXC
    ACCT -.-> EXC
    EXC --> ALERT["Rule-based alerts
→ owner + resolution tracking"]:::out
    DASH --> AI["AI layer (last)
explains variance · summarises exceptions
never posts without approval"]:::ai
    classDef src fill:#e8f1fb,stroke:#2c5f9e,color:#1b3a5c;
    classDef stage fill:#eef7ee,stroke:#2e7d32,color:#1b4d1e;
    classDef sor fill:#fff4e0,stroke:#e08e0b,color:#7a4d06;
    classDef out fill:#f0ecfb,stroke:#6a4bbc,color:#3a2870;
    classDef exc fill:#fde2e2,stroke:#c0392b,color:#7b241c;
    classDef ai fill:#e6f7f6,stroke:#12897f,color:#0a4b46;
    

sequenceDiagram
    autonumber
    participant PMS as PMS (night audit)
    participant POS as POS / Fuel
    participant PROC as Payment processors
    participant PIPE as Hansji data pipeline
    participant SI as Sage Intacct
    participant MGR as Property / Corporate mgr
    PMS->>PIPE: Daily revenue, tenders, ledger movements (after night-audit signal)
    POS->>PIPE: Sales, comps, voids, tenders (flag PMS-settled vs POS-settled)
    PROC->>PIPE: Settlement batches, fees, refunds, chargebacks
    PIPE->>PIPE: Validate control totals · tag business date · dedupe · map accounts/dimensions
    alt Totals tie & journal balances
        PIPE->>SI: Post balanced journal (idempotent, full audit trail)
        PIPE->>MGR: Dashboard updated (freshness + recon status = tied out)
    else Mismatch / missing feed / unbalanced
        PIPE->>MGR: Exception alert (what · variance · likely reason · owner · action)
        Note over PIPE,SI: Nothing posts until resolved — no black-box adjustments
    end
    

flowchart LR
    A["Payments in PMS & POS
(by hotel business date)"]:::a
    B["Processor settlement batches
(gross − fees − refunds − chargebacks)"]:::b
    C["Bank deposits
(BofA Cash Pro feed)"]:::c
    D["CC clearing balance
in Sage Intacct"]:::d
    A --> ENGINE{{"Reconciliation engine
rule-based matching"}}
    B --> ENGINE
    C --> ENGINE
    D --> ENGINE
    ENGINE -->|matched| OK["Auto-cleared
(evidence retained)"]:::ok
    ENGINE -->|"timing diff"| TIMING["Open clearing item
(visible, aged — not written off)"]:::warn
    ENGINE -->|"unmatched / missing / duplicate"| EXC["Exception queue
category · owner · aging"]:::exc
    TIMING --> REVIEW["Reviewer workflow
+ audit history"]:::rev
    EXC --> REVIEW
    classDef a fill:#e8f1fb,stroke:#2c5f9e;
    classDef b fill:#f0ecfb,stroke:#6a4bbc;
    classDef c fill:#eef7ee,stroke:#2e7d32;
    classDef d fill:#fff4e0,stroke:#e08e0b;
    classDef ok fill:#d7f0d7,stroke:#2e7d32,color:#1b4d1e;
    classDef warn fill:#fff3cd,stroke:#b8860b,color:#6b5200;
    classDef exc fill:#fde2e2,stroke:#c0392b,color:#7b241c;
    classDef rev fill:#e6f7f6,stroke:#12897f;
    

flowchart TD
    START["Continuous checks on every feed & journal"] --> RULES{"Rule / threshold
breached?"}
    RULES -->|No| CLEAR["Silent — no noise"]:::ok
    RULES -->|Yes| GEN["Generate exception
type · variance · likely reason · data"]:::warn
    GEN --> OWN["Assign owner + escalation path"]
    OWN --> NOTIFY["Alert only the person who must act"]
    NOTIFY --> TRACK["Track resolution + SLA"]
    TRACK --> AUDIT["Audit history retained"]:::rev
    GEN --> AIEXP["AI drafts plain-English explanation
e.g. 'HK overtime 18% over target because...'"]:::ai
    classDef ok fill:#d7f0d7,stroke:#2e7d32;
    classDef warn fill:#fff3cd,stroke:#b8860b;
    classDef rev fill:#e6f7f6,stroke:#12897f;
    classDef ai fill:#e6f7f6,stroke:#12897f,color:#0a4b46;
    

flowchart LR
    T0["Inventory every task
Analytix does today
(volume · time · error rate)"]:::a --> T1{"Classify each task"}
    T1 --> E["Eliminate
(via redesign)"]:::ok
    T1 --> A["Automate
(pipeline)"]:::b
    T1 --> H["Move in-house
(Hansji admins)"]:::c
    T1 --> R["Retain w/ Analytix
(defined SLA + quality)"]:::warn
    E --> SEQ["Sequenced cutover
parallel-run · no gap in postings"]:::rev
    A --> SEQ
    H --> SEQ
    R --> SEQ
    classDef a fill:#e8f1fb,stroke:#2c5f9e;
    classDef b fill:#eef7ee,stroke:#2e7d32;
    classDef c fill:#f0ecfb,stroke:#6a4bbc;
    classDef warn fill:#fff3cd,stroke:#b8860b;
    classDef ok fill:#d7f0d7,stroke:#2e7d32;
    classDef rev fill:#e6f7f6,stroke:#12897f;
    

gantt
    title Hansji — Phased Delivery (indicative; firms up after discovery)
    dateFormat YYYY-MM-DD
    axisFormat %b
    section Phase 0 · Discovery & Design
    Current-state discovery (Analytix + property + corporate) :d1, 2026-08-04, 4w
    Future-state design + build-vs-buy + recon design         :d2, after d1, 2w
    KPI dictionary + alert matrix + architecture              :d3, after d1, 2w
    section Phase 1 · Pilot (1-2 properties)
    Data integration (PMS/POS/payments/payroll to Intacct)    :p1, after d2, 5w
    Settlement + cash + bank reconciliation                   :p2, after d2, 5w
    Dashboards + exception/alert engine                       :p3, after p1, 3w
    Parallel run through 1 full month-end close               :p4, after p3, 4w
    section Phase 2 · Rollout
    Onboarding playbook + remaining properties                :r1, after p4, 8w
    section Ongoing
    Analytix transition + support + 3-yr roadmap              :o1, after p4, 8w