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    Reservation Import

    Information on the requirements for the Reservation Import available in RMS.

    Import Information

    • Reservations can only be imported after Categories, Areas and Clients have been imported or created in RMS.    
    • The file to be imported must be in a comma delimited .csv format (Field Delimiter).   
    • If a data field within this file contain commas, it should be surrounded with "double quotes" (Text Delimiter).
    • Line returns should be replaced with the pipe character '|'. (Usually found on the backslash key).    
    • Microsoft Excel is able to save using a .csv format that should match these requirements.   
    • RMS is able to determine whether the first record is a header record.
    • All Date fields must be supplied in DD-MMM-YYYY format.
    • Each line should have a Legacy Res ID AND a Legacy Guest ID. If both are not supplied then the file will not import.
    • Legacy Res IDs are saved to Res Spare Field 10 and used by subsequent imports to look up reservations.
    • Legacy Group Res IDs are saved to Res Spare Field 8 and used by subsequent imports to look up reservations.
    • Legacy Guest IDs must match those imported during the Client/Guest Import (Saved to Guest Spare Field 2)
    • Legacy Company IDs must match those imported during the Company Import (Saved to Company Spare Field 1)
    • If both Legacy Company ID and Company (Name) are provided, Legacy Company ID will be be used.
    • Legacy Agent IDs must match those imported during the Travel Agent Import (Saved to Travel Agent Spare Field 1)
    • If both Legacy Agent ID and Travel Agent (Name) are provided, Legacy Company ID will be used.


    Warning

    Category & Area entries must match RMS exactly or the file will not import.


    Additional Information

    • Contact RMS Support for a backup copy of the property's database to be sent into RMS for testing purposes once the .csv file is prepared.
    • Email the .csv file through to [email protected] with the subject line of Reservation Import for [insert property name here] for testing and processing.
    • The Property's RMS Primary Support Person will contact the property once the testing is complete to organise importing the reservation data into the property's live system.

    Info

    Following successful import of reservations, run the Update Housekeeping Schedules Utility once Housekeeping Setup has been completed in RMS.


    Field Order

    Order Field Name Field Type Required Reference Field Max Characters RMS Equivalent
    1 Legacy Res ID Alpha Numeric Y N 50             

    Legacy System ID.    

    Unique Number to Identify each Reservation 

    (Imported to Reservation Spare Field 10)

                
    2 Legacy Group Res ID Alpha Numeric N N 50             

    Legacy System ID.      

    Unique Number to Identify the parent Reservation for sibling reservations in a group booking.     

    (Imported to Reservation Spare Field 8 for 'Group Header' records where Legacy Res and Group Res IDs are the same) 

    3             

    Legacy Guest ID

                
    Alpha Numeric Y N 20             

    Legacy System ID imported to Guest Spare Field 2 during Guest/Client Import            

    4 Status Numeric Y N 1 Reservation Status.
    5 Arrives             

    Date

               

     

                
    Y N   Reservation Arrival Date
    6 Departs             

    Date

               

     

                
    Y N   Reservation Departure Date
    7 Adults Numeric N N No Max Number of Adults
    8 Children Numeric N N No Max Number of Children
    9 Infants Numeric N N No Max Number of Infants
    10 Category Alpha Numeric Y N 50             

    Type of accommodation booked.  

    11 Area Alpha Numeric N N 25 Area Description. Eg. Room Number or Cabin Name.
    12 ETA Alpha Numeric N N 10 Estimated Time of Arrival
    13 Company Alpha Numeric N Y 50             

    Name of Debtor or 3rd Party paying the Account            

    14 Travel Agent Alpha Numeric N Y 50             

    Name of Travel Agent associated to the Reservation   

    15 Voucher No Alpha Numeric N N No Max Voucher Number field
    16 Res Type Alpha Numeric N Y 25 Type of Guest E.g. Corporate, Leisure
    17 Sub Res Type Alpha Numeric N Y 25 Sub Grouping of Res Type
    18 Booking Source Alpha Numeric N Y 25             

    Source of Reservation E.g. Internet, Magazine            

    19 Total Rate Numeric Y N  

    Total Amount to be charged for the Reservation. 

    Tax Exclusive properties should enter the pre-tax amount to be charged as taxes will be created separately.

    20 Rate Type Alpha Numeric N Y 50 Charge Type
    21 Long Term Yes/No Field N N 3             

    Long Term field which defines a reservation as a long stay rental which must calculate a paid to date for rent.     

    22 Fixed Yes/No Field N N 3             

    Fixed flag which tells RMS this reservation cannot move rooms    

    23 ResSpare1 Alpha Numeric N N 50 Reservation Spare Field 1
    24 ResSpare2 Alpha Numeric N N 20 Reservation Spare Field 2
    25 ResSpare3 Alpha Numeric N N 20 Reservation Spare Field 3
    26 ResSpare4 Alpha Numeric N N 20 Reservation Spare Field 4
    27 ResSpare5 Alpha Numeric N N 20 Reservation Spare Field 5
    28 ResSpare6 Alpha Numeric N N 50 Reservation Spare Field 6
    29 ResSpare7 Alpha Numeric N N 20 Reservation Spare Field 7
    30 ResSpare8 Alpha Numeric N N 20 Reservation Spare Field 8
    31 Legacy Account ID Alpha Numeric N N 50 Legacy System ID.       

    Number to identify each reservation's account.       

    (Imported to Reservation Spare Field 9)   

    32 Notes Alpha Numeric N N No Max Reservation Notes
    33             

    Online Confirmation No.

                
    Numeric N N   Online booking reference number.
    34             

    Reservation

               

    Creation

                
                

    Date

               

     

                
    N N   Date Made
    35 Made By Alpha Numeric N N 20             

    Matches to Username field in RMS.

                
    36             

    Reservation Last

               

    Modified

                
                

    Date

               

     

                
    N N   Last Modified
    37 Modified By Alpha Numeric N N 20             

    Modified By will match to the Username field in RMS.

                
    38             

    Reservation Cancelled

                
                

    Date

               

     

                
    N N   Cancelled
    39 Cancelled By Alpha Numeric N N 20             

    Cancelled By will match to the Username field in RMS. 

    40             

    Reservation

               

    Confirmed

                
                

    Date

               

     

                
    N N   Confirmed
    41 Confirmed By Alpha Numeric N N 20             

    Confirmed By will match to the Username field in RMS.

                
    42 Legacy Company ID Alpha Numeric N N 50             

    Legacy System ID imported to Company Spare Field 1 during Company Import.

                
    43 Legacy Agent ID Alpha Numeric N N 20 Legacy System ID imported to Travel Agent Spare Field 1 during Travel Agent Import.
    44 Housekeeping Note Alpha Numeric N N 200 Housekeeping Notes
    45 Discount Alpha Numeric N N 20             

    Discount Name must Match

                
    46  TotalDiscount Numeric N N 20 The total amount of the discount
    47 Business Lost String N N 250 The Business Lost reason 
    48 Wholesaler Alpha Numeric N N 50  
    49 Legacy Wholesaler ID Alpha Numeric N N 20 Legacy System ID imported to Travel Agent Spare Field 1 during Travel Agent Import.
    50 Bill Category Alpha Numeric N N 50  
    51 Upgrade Reason Alpha Numeric N N 50  
    52 Payment Mode Alpha Numeric N N 20  
    53 Market Segment Alpha Numeric N N 20  
    54 Sub Market Seg Alpha Numeric N N 20  
    55 Legacy Room Move ID Alpha Numeric N N 20  
    56 Spare 11 Yes/No N N    
    57 Spare 12 Yes/No N N    
    58 Spare 13 Yes/No N N    
    59 Spare 14 Date N N   DD-MMM-YYYY
    60 Spare 15 Date N N   DD-MMM-YYYY
    61 Spare 16 Blank/Yes/No N N 3  
    62 Billing Note Alpha Numeric N N 50  
    63 Cancellation Policy Alpha Numeric N N 50  
    64 Group Allotment Alpha Numeric N N 50  
    65 Rate on Group Yes/No N N 3  
    66 Event Name Alpha Numeric N N 50  
    67 OTA Note Alpha Numeric N N No Max Reservation OTA Note

     

    Reference Field

    • Y = Where the import will validate that the description exists in a pre-defined master list in the RMS system and allow for one of the following two options if the description does not exist;
    • 1. Add it to the pre-defined master list in the RMS system for future use.
    • 2. Stop the record from being imported until field has been updated to represent a description that already exists in the pre-defined master list.


    Reservation Status Values

    • 0 = Unconfirmed
    • 1 = Confirmed
    • 2 = Arrived
    • 3 = Departed
    • 4 = Cancelled
    • 5 = Maintenance
    • 6 = Quote
    • 7 = Stop Sell
    • 8 = Owner Occupied
    • 9 = No Show
    • 10 = Pencil


    Date Format

    All date fields must use the format DD-MMM-YYYY.

    Times may also be included as DD-MMM-YYYY HH:mm

    If no time provided the RMS default times will be used.


    Sample File

    Reservations.csv

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