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    Transaction Imports

    Information on the requirements & sequence of Transaction Imports available in RMS.

    Transactions must be imported into RMS in the following order:

    1. Receipts
    2. Credit Notes
    3. Refunds
    4. Charges

    Receipt Import

    Import Information  

    • Transactions can only be imported after Reservations 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).
    • Microsoft Excel is able to save using a .csv format that should match these requirements.
    • RMS is able to determine whether the first record.
    • Guest Accounts cannot be imported for RMS Central (Enterprise) Databases.
    • All Date fields must be supplied in DD-MMM-YYYY format.
    • Credit Card Types must already exist in RMS.
    • Transactions will show as being created by the user 'System Import'.

    Field Order                                

    Order Field Name Field Type Required Max Characters Description
    1 Legacy ID Alpha Numeric Y 50 Legacy System ID. (Imported during previous imports. Used to find the correct account for the transaction).
    2 Legacy ID Type Numeric Y 1 Specifies the type of Legacy ID provided for the transaction. Valid values below.
    3 Account Type Numeric Y 1 The account type for the Transaction. Valid values below.
    4 Date             

    Date

               

    DD-MMM-YYYY

                
    Y   The posting date for the transaction.
    5 Comment Alpha Numeric N 100 Any extra information about the transaction
    6 Amount Numeric Y               

    The amount for the transaction.

               

     Should be a positive amount.

                
    7 Receipt Type Numeric             

    Y

                
    1 The type of receipt for receipt transactions. Valid values below.
    8 CreditCardType Alpha Numeric Required if Receipt Type of EFTPOS is provided. 50 The Credit card type for Credit Card receipts. 
    9 Cheque Number Alpha Numeric Required if Receipt Type of Cheque is provided   The Cheque Number for Cheque receipts.

    Legacy ID Type Values

    • 1 - Res
    • 2 - Guest
    • 3 - Company
    • 4 - Travel Agent
    • 5 - Group Res
    • 6 - RMS Account ID

    Account Type Values

    • 1 - Accom
    • 2 - Extras
    • 3 - Phone
    • 4 - Gas
    • 5 - Electricity
    • 6 - Water
    • 8 - Internet

    Receipt Type Values

    • 1 - Cash
    • 2 - Cheque
    • 4 - EFTPOS
    • 5 - Journal
    • 8 - Direct Credit
    • 12 - Other Cash
    • 13 - Other Cheque
    • 16 - DirectCredit2
    • 17 - DirectCredit3
    • 18 - Cash3
    • 19 - Cash4
    • 20 - Cash5
    • 21 - Cheque3
    • 22 - Cheque4
    • 23 - Cheque5
    • 24 - DirectCredit4
    • 25 - DirectCredit5


    Sample File

    Receipts.csv

    Credit Note Import

    Import Information

    • Transactions can only be imported after Reservations 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).
    • 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.
    • Guest Accounts cannot be imported for RMS Central (Enterprise) databases.
    • All Date fields must be supplied in DD-MMM-YYYY format.
    • Sundry Charges must be being imported or already exist in RMS
    • Transactions will show as being created by the user 'System Import'.

    Field Order                                                          

    Order Field Name Field Type Required Max Characters Description
    1 Legacy ID Alpha Numeric Y 50 Legacy System ID. (Imported during previous imports. Used to find the correct account for the transaction).
    2 Legacy ID Type Numeric Y 1 Specifies the type of Legacy ID provided for the transaction. Valid values below.
    3 Account Type Numeric Y 1 The account type for the Transaction. Valid values below.
    4 Date             

    Date

               

    DD-MMM-YYYY

                
    Y   The posting date for the transaction. Must = Accounting System Date.
    5 Sundry Charge Alpha Numeric             

    Y

                
    50 The name of the sundry charge
    6 Description Alpha Numeric Y 70 The description for the transaction
    7 Comment Alpha Numeric N 100 Any extra information about the transaction
    8 Amount Numeric Y               

    The amount for the transaction.

               

    Should be a negative amount.

                
    9 Tariff Charge Y/N N 1 Specifies whether this credit is a Tariff (Y) or other credit (N)

    Legacy ID Type Values

    • 1 - Res
    • 2 - Guest
    • 3 - Company
    • 4 - Travel Agent
    • 5 - Group Res
    • 6 - RMS Account ID

    Account Type Values

    • 1 - Accom
    • 2 - Extras
    • 3 - Phone
    • 4 - Gas
    • 5 - Electricity
    • 6 - Water
    • 8 - Internet

    Sample File

    Credits.csv

    Refund Import

    Import Information

    • Transactions can only be imported after Reservations 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).
    • 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.
    • Guest Accounts cannot be imported for RMS Central (Enterprise) databases.
    • All Date fields must be supplied in DD-MMM-YYYY format.
    • Credit Card Types must already exist in RMS.
    • Transactions will show as being created by the user 'System Import'.

    Field Order                    

    Order Field Name Field Type Required Max Characters Description
    1 Legacy ID Alpha Numeric Y 50 Legacy System ID. (Imported during previous imports. Used to find the correct account for the transaction).
    2 Legacy ID Type Numeric Y 1 Specifies the type of Legacy ID provided for the transaction. Valid values below.
    3 Account Type Numeric Y 1 The account type for the Transaction. Valid values below.
    4 Date             

    Date

               

    DD-MMM-YYYY

                
    Y   The posting date for the transaction.
    5 Comment Alpha Numeric N 100 Any extra information about the transaction
    6 Amount Numeric Y               

    The amount for the transaction.

               

     Should be a positive amount.

                
    7 Receipt Type Numeric             

    Y

                
    1 The type of refund. Valid values below.
    8 CreditCardType Alpha Numeric Required if Refund Type of EFTPOS is provided. 50 The Credit card type for Credit Card refunds. 
    9 Cheque Number Alpha Numeric N   The Cheque Number for Cheque refunds.

    Legacy ID Type Values

    • 1 - Res
    • 2 - Guest
    • 3 - Company
    • 4 - Travel Agent
    • 5 - Group Res
    • 6 - RMS Account ID

    Account Type

    • 1 - Accom
    • 2 - Extras
    • 3 - Phone
    • 4 - Gas
    • 5 - Electricity
    • 6 - Water
    • 8 - Internet

    Refund Type

    • 1 - Cash
    • 2 - Cheque
    • 4 - EFTPOS
    • 5 - Journal
    • 8 - DirectCredit
    • 12 - Other Cash
    • 13 - Other Cheque
    • 16 - DirectCredit2
    • 17 - DirectCredit3
    • 18 - Cash3
    • 19 - Cash4
    • 20 - Cash5
    • 21 - Cheque3
    • 22 - Cheque4
    • 23 - Cheque5
    • 24 - DirectCredit4
    • 25 - DirectCredit5

    Sample File

    Refund.csv

    Charge Import

    Import Information

    • Transactions can only be imported after Reservations 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).
    • 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.
    • Guest Accounts cannot be imported for RMS Central (Enterprise) databases.
    • All Date fields must be supplied in DD-MMM-YYYY format.
    • Sundry Charges must already exist in RMS.
    • Transactions will show as being created by the user 'System Import'.

    Field Order

    Order Field Name Field Type Required Max Characters Description
    1 Legacy ID Alpha Numeric Y 50 Legacy System ID. (Imported during previous imports. Used to find the correct account for the transaction).
    2 Legacy ID Type Numeric Y 1 Specifies the type of Legacy ID provided for the transaction. Valid values below.
    3 Account Type Numeric Y 1 The account type for the Transaction. Valid values below.
    4 Date             

    Date

               

    DD-MMM-YYYY

                
    Y   The posting date for the transaction.
    5 Sundry Charge Alpha Numeric             

    Y

                
    50 The name of the sundry charge
    6 Description Alpha Numeric Y 70 The description for the transaction
    7 Comment Alpha Numeric N 100 Any extra information about the transaction
    8 Amount Numeric Y               

    The amount for the transaction. Should be a positive amount.

                
    9 Tariff Charge Y/N N 1 Specifies whether this charge is a Tariff (Y) or other charge (N)

    Legacy ID Type Values

    • 1 - Res
    • 2 - Guest
    • 3 - Company
    • 4 - Travel Agent
    • 5 - Group Res
    • 6 - RMS Account ID

    Account Type Values

    • 1 - Accom
    • 2 - Extras
    • 3 - Phone
    • 4 - Gas
    • 5 - Electricity
    • 6 - Water
    • 8 - Internet

    Sample File

    Charges.csv

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