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Newspaper Import (UK)

Overview

This utility allows the import of reservations from a Fixed Width text file into the RMS system. This import should only be used by UK customers who wish to import the file provided by Sun Newspaper or Breakfree.

Important Information

  • Reservations can only be imported after Categories, and Areas have been imported or created in RMS.
  • The file to be imported must be in a fixed width text file.
  • Microsoft Excel is able to save using a CSV format that should match these requirements.​

Field Order - Must contain no Commas

 

Order Characters Information RMS Equivalent
1 1 - 6 Sun Reference No Online Confirmation No (and Spare 10 maybe?)
2 7 - 12 Type Category Code (Code field on Category setup screen)
3 13 - 20 Arrive Date Arrive
4 21 Number of Nights Nights
5 22-25 Lead Guest Title Primary Guest Title
6 26 Lead Guest Initial Primary Guest Given
7 27 - 46 Lead Guest Surname Primary Guest Surname
8 47 - 76 Address line 1 Address Line 1
9 77 - 106 Address Line 2 Address Line 2
10 107 - 136 Address Line 3 Address Line 3
11 137 - 166 Town Town
12 167 - 186 County State
13 187 - 194 Postcode Postcode
14 195 - 214 Phone Number Phone AH
15 215 - 234 Mobile number Mobile
16 235 Number of guests  
17 236 - 237 Age Primary Guest Used to calculate Adult / Child / Infant count
18 238 - 239 Age Guest 2 Used to calculate Adult / Child / Infant count
19 240 - 241 Age Guest 3 Used to calculate Adult / Child / Infant count
20 242 - 243 Age Guest 4 Used to calculate Adult / Child / Infant count
21 244 - 245 Age Guest 5 Used to calculate Adult / Child / Infant count
22 246 - 247 Age Guest 6 Used to calculate Adult / Child / Infant count
23 248 - 249 Age Guest 7 Used to calculate Adult / Child / Infant count
24 250 - 251 Age Guest 8 Used to calculate Adult / Child / Infant count
25 252 N or Y Unknown
26 253 blank in RMS 8 import we marked this with a * once this booking has been made
27 254 - 256 Group 4 property marker Need a way of marking our properties with this code - Sun has different Property code to Breakfree so this may be complicated
28 257 - 259 Lead Guest Title Repeat of Primary guest Title
29 260 - 262 Lead Guest Initial Repeat of Primary Guest Given
30 263 - 274 Lead Guest Surname Repeat of Primary Guest Surname
31 275 - 277 Additional Guest 2 Title Guest 2 Title
32 278 - 280 Additional Guest 2 Initials Guest 2 Given
33 281 - 292 Additional Guest 2 Surname Guest 2 Surname
34 293 - 295 Additional Guest 3 Title Guest 3 Title
35 296 - 298 Additional Guest 3 Initials Guest 3 Given
36 299 - 310 Additional Guest 3 Surname Guest 3 Surname
37 311 - 313 Additional Guest 4 Title Guest 4 Title
38 314 - 316 Additional Guest 4 Initials Guest 4 Given
39 317 - 328 Additional Guest 4 Surname Guest 4 Surname
40 329 - 331 Additional Guest 5 Title Guest 5 Title
41 332 - 334 Additional Guest 5 Initials Guest 5 Given
42 335 - 346 Additional Guest 5 Surname Guest 5 Surname
43 347 - 349 Additional Guest 6 Title Guest 6 Title
44 350 - 352 Additional Guest 6 Initials Guest 6 Given
45 353 - 364 Additional Guest 6 Surname Guest 6 Surname
46 365 - 367 Additional Guest 7 Title Guest 7 Title
47 368 - 370 Additional Guest 7 Initials Guest 7 Given
48 371 - 382 Additional Guest 7 Surname Guest 7 Surname
49 380 - 385 Additional Guest 8 Title Guest 8 Title
50 386 -388 Additional Guest 8 Initials Guest 8 Given
51 389 - 400 Additional Guest 8 Surname Guest 8 Surname
52 401 - 500 Email Address Email Address of Primary Guest

Ref 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, OR

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.

Status Values

0 = Unconfirmed

1 = Confirmed

2 = Arrived

3 = Departed

4 = Cancelled

Date Format

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

 

It is IMPERATIVE that the categories and room/site number are identical in RMS to the data on the file.  If they differ the file cannot be imported.

 

Once you have the CSV file ready, please contact your RMS Primary Support Person to organize a backup of your data to be sent into RMS for testing purposes.

 

Email your CSV file through to [email protected] with the subject line of Reservation Import for [insert your property name here] for testing and processing.

 

Your RMS Primary Support Person will contact you once the testing is complete to organize the import of the reservation data to your live system.

 

NOTE: You will need to run Update Housekeeping Schedules utility after the import is complete and the Housekeeping module has been setup correctly.

To run the utility go to Utilities > Reset Housekeeping Schedules.

 

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Last modified
23:05, 21 Apr 2015

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