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Reservation Import

Overview

This utility allows the import of reservations from a standard Comma Delimited file into the RMS system.

 

You must be able to provide a CSV file in the format as indicated below. It may be necessary to seek technical advice in order to create your file in the format that RMS requires.

RMS can provide a data conversion service which will be chargeable depending on the format and quality of the data provided.

Important 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 or not, thus it is not necessary to strip the header record (field names) prior to the import
  • 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.

Field Order - Must contain no Commas

 

Order Field Name Field Type Required Ref 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. Valid values below
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 Room Type/Site Type booked E.g. Cabin, One Bed

11 Area Alpha Numeric N N 25 Room/Site Number E.g. 02
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

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

Made By will take your external user reference number and match it to our BWI FDI user field to store the RMS User against the Reservation.

36

Reservation Last

Modified

Date

 

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

Modified By will take your external user

reference number and match it to our BWI

FDI user field to store the RMS User against the Reservation.

38

Reservation

Cancelled

Date

 

N N   Cancelled
39 Cancelled By Alpha Numeric N N 20

Cancelled By will take your external user

reference number and match it to our BWI

FDI user field to store the RMS User against the Reservation.

40

Reservation

Confirmed

Date

 

N N   Confirmed
41 Confirmed By Alpha Numeric N N 20

Confirmed By will take your external user

reference number and match it to our BWI

FDI user field to store the RMS User against the Reservation.

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

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
13:08, 9 Jul 2015

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