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Self Hosted Customers

Overview

This chapter relates to Self Hosted customers and includes topics on installation, system recovery, connecting to RMS9 instructions, backup options and purge instructions.

Replacing your RMS Server

This document assumes that your server is being replaced and RMS is currently functional on your existing server which houses your data.

RMS Server Crash Recovery Procedure

This document assumes that your server has crashed and RMS is non functional and that this is the same server that houses your data.  E.g. your database is stored on this computer.

Installing SQL 2008 onto a new Server

It is important to understand that support is limited to the RMS application itself and does not extend to the environment in which it is deployed, if you require assistance with installation from an RMS Customer Support Team Member you will need to pre-book your session by contacting the Training Coordinator on +61 8399 9462, option 5, or by email on [email protected]; charges will apply.

Installing RMS 8 onto a new workstation

This document can be used to either reinstall RMS onto a workstation whereby RMS needs to be fully re-installed or for a new workstation where the SQL Server is NOT on this PC.

This document is NOT intended for users of Windows Terminal Services, 2X or Citrix Metaframe and is intended for the use of a computer technician.

Resetting the RMS License Accumulation

This document will guide you through the reset of the RMS Licensing system.  It will not be effective if you need to run RMS on more computers than you are licensed for.

Installing the RMS Configurator/Updater

This document is used to install the RMS CONFIGURATOR onto one of your RMS computers for the first time. The Configurator must run 24/7 and have constant connection to the internet.

Installing the RMS Configurator Service

The RMS Configurator is designed to run as a Service on your computer. The Configurator is installed in two (2)
steps;

1. RMS Service Installation
2. RMSService Client Installation

The Service must be installed onto your designated RMS server machine.

The RMSService Client may be installed onto any computer that uses RMS, this client is designed so that you can monitor at an easy glance what the Configurator status is without having to go into – Start > Control Panel > Administrative Tools > Services.

Installing the RMS Online Client

If you host your own RMS database you WILL be required to install the RMS Online Client.

The RMS Online Client must be installed onto a computer that has 24/7 internet connection. The RMSOnline client should never be shut down.

Connecting to RMS 9

RMS 9 is the new method of accessing your data via a web browser from anywhere you have an internet connection. Nothing to install, maintain or backup just log on and start using it.

RMS 9 is available now with several of our new enhancements already enabled. More of the traditional features and functions will progressively be moved across to RMS 9.

You can use RMS 9 to view data which is stored on the RMS Cloud or the data that you are self hosting. For now you can use RMS 9 in parallel to the traditional method of RMS 8 but soon it will replace it altogether.

If you use any of the RMS Online products you are now required to be connected to RMS 9.

Watch this short video to understand the many benefits of RMS 9;

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Backup Options

This topic will take you through the six (6) common backup options for your Self Hosted database.

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Backup Options for Self Hosted Customers
There are six (6) common backup options for Self Hosted RMS databases.  Below are the instructions for each of the six options. RMS iBackup Module IBackup is an additional module to RMS that allows you to automate your RMS backups and securely store one (1) backup per day to our servers. Backup to Hard Disk Hard Disk backups will place a copy of your RMS data in the relevant days folder under your [shared data path]\backup\[day of week].  Every backup option on the backup screen by default does a hard disk backup first.  This backup option should not be relied apon as your sole way to backing up your RMS program as if your computer crashes you may loose not only your RMS database but the only backups you had stored. Backup to External Drive An External Drive backup allows you to perform a backup of your RMS database and store this safely on a memory stick or external hard drive. Backup to FTP This backup option is only used when you are not currently using the RMS Ibackup feature and the staff member assisting with your Service Request requires a copy of your backup. If your system security does not allow FTP transfer this backup option will not work, therefore please ensure with your computer technician that you have the correct permissions for FTP transfer. Backup to Microsoft Windows XP CD The Microsoft Windows backup option will allow you to burn your RMS backup to a CD or DVD. Backup and Restore to Training Procedure A training version of RMS comes provided with your RMS program.  To use this database you must first restore a copy of your live data into it. This database can be used by you at any time to train your staff, or to help you become familiar with areas of the RMS system without causing any changes to your live database. Please follow these steps to perform a backup and restore to training.
Connecting to RMS9
Your local technician that supports your hardware will need to perform the following steps. As local information is required the RMS Support Centre cannot assist with the below steps. Public IP Address Before the connection to an RMS database can be configured we require the property to have a Dynamic DNS Address from a free provider such as http://www.dyndns.com or http://www.no-ip.com or an existing Static IP Address on their Internet connection. Forwarding Ports The SQL port (port 1433 TCP inbound) needs to be forwarded from the properties router to their SQL server. For security reasons we recommend the property has a modem/router/firewall that is capable of forwarding the SQL server port only for a particular IP address or range of IP addresses. This will prevent their server being accessed by anyone other than the RMS9 servers. If their equipment is capable of allowing the port forwarding for a particular IP range then you should allow the following range:  50.23.143.160 / 27  This is a subnet range of IP addresses from  50.23.143.160 through to  50.23.143.191​  If the router can only handle a single IP address, then use  50.23.143.181   Please Note: If the router does not support this security measure we highly recommend purchasing a new router, as forwarding port 1433 with no restrictions leaves the server extremely vulnerable to outside attacks. If the router is not configured with the above security, the RMS Support Centre will not be able to assist with any SQL issues that arise. SQL Server If the property is using a version of SQL Server less than SQLExpress 2008 R2, all instances of SQL must be uninstalled before installing a new version of SQL Server. SQLExpress is available from our web page www.rms.com.au, log into the customer service area and go to the download page. Please email the property their Static IP / Dynamic DNS address. If you have forwarded from another port please notify the property of the port number forwarded to the SQL Server. RMS 9 Connection Tester Go to https://www.rmsweb.com.au/rmswebconnectiontest/ Enter the details requested on the screen (all fields are mandatory) and choose Test. If all settings are correct you will receive the message Success: You are ready to use RMS9. Watch this short Movie on RMS9 Connection
Night Audit Procedure
The reports usually used during night audit, or close of day procedures have been grouped in the Night Audit Reports menu and you may decide which to use at your property.   Included here is the Open New Day routine which advances the accounting date. It is used when you wish to advance the date manually rather than allow it to happen automatically at midnight. Properties using this feature will need to perform this action daily. It is no longer necessary to obtain a daily password from RMS to roll system dates in the past however it is not possible to roll into the future more than one day in advance. **It is important during this process that no users are posting charges or receipts to the RMS system, if this does occur it will result in your reporting not balancing. Check for Arrivals and Departures not dealt with RMS 8 > Upper Toolbar In/Out Screen; It is important to ensure that all reservations for the day are dealt with.  If this step is not completed the below message will appear when you attempt to open a new day. Reservations with a departure date of today must either be Departed or Extended Reservations with an arrival date of today must either be Arrived or set to No Show In House Report RMS 8 > Reports (Upper Tool Bar) > Daily > In House; This report will provide you with a list of all guests currently In House (Arrived).  This report is typically used for After Hours Operation and Security – this report is often taken to the manager’s onsite residence when they lock the office for the night so that they have a quick reference guide as to which guest is where on the property. Alternately if your property employs the services of an After Hours security company they would provide them with this report. Cash Transactions Report RMS 8 > Reports (Upper Tool Bar) > Accounting > Cash Transactions; This report should be used to balance your till takings on a daily basis. The intention is that the user checks each receipt entry on this report against the cash and cheques in the till as well as the batch summary from their EFTPOS terminal. Open New Day This step will close off the current day and roll the accounting date for you. When you choose open new day the below screen will appear.  Click once on Open New Day. You will be asked the below question; Click once on Yes. When the system has completed rolling the date the below message will appear; Click OK. Quit RMS In order for RMS to correctly update your new Accounting date you will need to quit RMS on all computers and log back in. Now that the New Day has been opened your staff may now start processing further receipts and charges.  These will all be dated with the new accounting date. Night Audit Report RMS 8 > Reports (Upper Tool Bar) > Night Audit > Night Audit Report The below message will appear, this message is to warn you that the report may take up to 30mins to complete; Click once on OK. On the below screen select the correct date at the top and tick the following options; Show Charge Analysis Show Cash Analysis Show Statistics Analysis If you are a multi property system ensure that you have the correct property selected on the right, then click once on Build. Update Nightly Tariffs This utility updates the nightly tariffs for all reservations which have a current status of Arrived. RMS 8 > Utilities (Upper Tool Bar) > Update Nightly Tariffs Step 1 Preview - this feature will simulate the Update Nightly Tariffs function and will build a report so that you can see what the system will do when the actual Update Nightly Tariffs is ran. After running the below summary will appear (see below), click OK and you will be presented with a report of all the individual tariff charges that will be processed. Check through this list and ensure that all reservations have the correct rate and are all accounted for. Step 2 Run the Update Nightly Tariffs This feature will run as per Step 1, however the charges will be created onto the reservations accounts.
RMS Hardware Requirements
It is strongly recommended that you seek advice from a qualified technician before purchasing any computer system. RMS provides this document as a guide ONLY. Please feel free to discuss you individual needs with our sales/support team. These requirements are current as of March 2014 and relate to those customers who may be purchasing new computers or performing upgrades to facilitate the use of RMS Version 8 or 9. As powerful software applications such as RMS become more advanced the task of maintaining hardware and a network environment that allows it to operate at maximum efficiency becomes more onerous. Shifting to the RMS Cloud removes the requirement to manage an IT system at all. You simply connect to your data on our servers using any computer with access to the internet from anywhere. The responsibilities of backups, data security and maintaining optimum efficiency are left to us. The RMS Cloud lets you forget about the worry of running an IT system and get on with your business. IMPORTANT NOTE REGARDING WINDOWS XP. On April 8, 2014, Microsoft ended support for the Windows XP operating system (OS). Microsoft will not release any updates or security patches for Windows XP. If you are utilizing Windows XP, your system will no longer receive critical upgrades from Microsoft which may prevent it from running the latest versions of RMS. Please note, while RMS may continue to run on Windows XP, it is no longer supported by RMS.  We urge all partners and clients to consult their technical support teams to determine the best path to upgrade to an operating system that will continue to receive support from Microsoft as soon as possible. RMS recommends any of the following; Windows 7 Pro, Enterprise, Ultimate, Windows 8 Pro, Windows Server 2008 (R2), Windows Server 2012 RMS 9 RMS 9 requires the Microsoft Silverlight plugin to be installed. For a full list of compatible operating systems please check here. Silverlight Compatible operating systems The minimum recommended screen resolution is 1366x768 The optimal screen resolution is 1920x1080 RMS Cloud Where the RMS application is hosted and maintained on our servers. This option has many advantages: RMS is not installed on your own computers so there is often no need to upgrade existing computers Full advantage can be taken of our servers speed and capacity to run quickly and efficiently without requiring a fast server at your property We effectively manage your RMS solution, ensuring maximum uptime and data reliability Add new users with a simple phone call - all licensing is taken care of automatically Access RMS remotely from any location in the world just as if you are using at your own desk No more backups - we do your RMS backup for you, ensuring that your data is safe and secure Extremely cost-effective; no more costly hardware upgrades RMS Cloud will operate on any PC with broadband cable or DSL internet access (satellite or dial-up connections are not supported) running Windows VISTA/7/8 or OSX and has no specific hardware requirements. Your internet connection should have a reliable download speed of no less than 1.5 Mbs and an upload speed of no less than .25 Mbs You can test your internet speed at http://www.speedtest.net/ You will require a monitor that can display a minimum resolution of 1200 x 768 Pixels Notebooks with small screens are supported as long as they can display 1200 x 768 Pixels iPhones and Windows mobile coming soon For more information about RMS Cloud please contact RMS sales in your country using the details found here. The information on the following pages is not relevant for the RMS Hosted solution Self Hosted 2. RMS Self Managed - RMS is installed onto your own infrastructure We recommend that RMS be deployed in the “Clouds”, (see above). Should you choose to install and operate RMS on your local infrastructure, it is important to understand that support is limited to the RMS application itself and does not extend to the environment in which it is deployed. 64 Bit Operating Systems – RMS is compliant with Windows 7, 8, Windows Server 2008 and above. 32 Bit Operating Systems – Vista, Windows 7, Windows Server 2008 and above How many computers do you need to run RMS on? 1 computer - see sections (a) and (b) below 2 - 10 computers - see sections (c), (d) and (e) below You can also host RMS on your own Terminal Server/Citrix/2X Host - see section (f) and (g) below   (a) Single Computer (minimum requirement) Please note. These hardware specifications are the minimum required to run RMS. RMS will not run to the speed that it was designed. You may find it necessary to upgrade this computer in a shorter period of time. Pentium 4 or equivalent CPU 1GB RAM 10GB Hard Disk Drive (or sufficient size to accommodate the RMS program 140Mb and your database 50Mb with room to spare) 7 USB Keys (256MB or greater) or CD Burner with Blank CD's for RMS backups CD Rom Drive Video Card capable of running in 1024x768 resolution 15 inch monitor, although 17inch is better as RMS runs in 1024x768 resolution Windows Vista, 7, 8 or Sever 2008 or above 56 K BPS Modem or Broadband Access to Internet for Browsing and Email (used for software updates and support)   (b) Single Computer (recommended requirement) Intel  Core2Duo, 2Ghz or faster CPU or equivalent 3 GB RAM 10Gb Hard Disk Drive, CD-Rom (RMS Program files require approx 130Mb, Database requires between 50Mb and 1Gb) 7 USB Keys (256MB or greater) or CD Burner with Blank CD's for RMS backups CD Rom Drive PCI/AGP, 2Mb Video Card 17 Inch Monitor (RMS requires 1024x768 resolution) Mouse/Keyboard Windows Vista, 7, 8 or Sever 2008 or above 56 K BPS Modem or Broadband Access to Internet for Browsing and Email (used for software updates and support) It is strongly recommended that you invest in a UPS device to assist in the event of power failure. Please discuss this with your hardware supplier.   (c) Server Computer (Network - up to 5 computers) Intel  Core2Quad, 2.4Ghz or faster CPU or equivalent 4 Gb RAM 7 USB Keys (256MB or greater) or CD Burner with Blank CD's for RMS backups CD-Rom Drive 80GB 7200 RPM Hard Disk Drive  (RMS Program files require approx 130Mb, Database requires between 50Mb and 1Gb) PCI/AGP 2Mb Video Card 17 Inch Monitor (RMS requires 1024x768 resolution) Mouse/Keyboard Windows Vista, 7, 8 or Sever 2008 or above 100Mbit network Card 56 K BPS Modem or Broadband Access to Internet for Browsing/Email  (for software updates and real-time support) It is strongly recommended that you invest in a UPS device to assist in the event of power failure. Please discuss this with your hardware supplier.   (d) Server Computer (LAN Network - up to 5-10 computers) Dual Intel Xeon (Dual Core 2.1Ghz) or faster CPU or equivalent 4 Gb RAM 7 USB Keys (256MB or greater) or CD Burner with Blank CD's for RMS backups CD-Rom Drive 80GB 7200 RPM Hard Disk Drive  (RMS Program files require approx 130Mb, Database requires between 50Mb and 1Gb) PCI/AGP 2Mb Video Card 17 Inch Monitor (RMS requires 1024x768 resolution) Mouse/Keyboard Windows 2003/2008 Server Microsoft SQL Server 2008 R2 or above 100Mbit network Card 56 K BPS Modem or Broadband Access to Internet for Browsing/Email  (for software updates and real-time support) It is strongly recommended that you invest in a UPS device to assist in the event of power failure. Please discuss this with your hardware supplier. For installations for more that 5 computers it may be wise to consider using Thin Clients/Terminal Services/Citrix Metaframe. Please feel free to contact us for advice.   (e) Terminals / Workstations (Suited to Servers above) Intel  Core2Duo, 2Ghz or faster CPU or equivalent 2GB RAM CD-Rom Drive 20Gb Hard Disk Drive (RMS Program files require approx 130Mb) PCI/AGP 2Mb Video Card 17 Inch Monitor (RMS requires 1024x768 resolution) Mouse/Keyboard Windows Vista, 7, 8 or Sever 2008 or above 100Mbit network card It is strongly recommended that you invest in a UPS device to assist in the event of power failure. Please discuss this with your hardware supplier.   (f) Server Computer - Utilising Terminal Services/Citrix Metaframe While it is not mandatory, in order to deliver a fast and reliable product it is possible to run RMS using Windows Terminal Services or Citrix Metaframe. The benefits of operating in this environment include Increased performance due to less data activity over network Simplified software upgrade procedure (it is not necessary to apply an upgrade to each terminal, only the server) Lower total cost of ownership Database access limited to one computer (server) only No risk of network data damage or loss Terminals can be of very low hardware and software specification Ability to remote access system from off site locations while not interrupting normal operations (if desired) The hardware requirements for a Terminal Server are increased exponentially depending on the number of workstations/concurrent connections If you intend to deploy RMS to a large-scale corporate environment of more that 10-15 workstations please contact RMS for advise. The recommendations below are based on a system with 5-10 terminals. Intel Xeon (Dual Core 2.1Ghz) or faster CPU or equivalent Motherboard providing support for a second CPU, if required, to boost performance at a later date. Motherboard should support ATA100/133 IDE devices (unless using raid) 4Gb RAM or more depending on specific requirements CD-ROM Drive 500GB 7200RPM Hard Disk Drive (unless using raid - please seek technical advice), (RMS Program files require approx 130Mb, Database requires between 50Mb and 1Gb) Standard Video Card Standard Monitor (RMS requires 1024x768 resolution) Standard Mouse/Keyboard Windows 2003/2008 Server Edition with 6 User Licenses and 6 Terminal Services User Licences (extra licences would need to be purchased for additional terminals) Microsoft SQL 2008 R2 or above 100Mbit network card (Intel Chipset Recommended) UPS Power Backup and Filter system Suitable backup system - RMS Recommends a Zip or CD Burner (the RMS backup is NOT compatible with Tape Drives) Note.. Terminal services should be setup to be run in Application Mode and each workstation login MUST have its own username and password, thus creating a unique user profile on the server for each workstation/user. Careful consultation with a qualified computer technician should be sought for all Terminal Server installations.   (g) Terminals Suited for Terminal Server Any Pentium class computer running windows 98/ME/NT/2000/XP/Vista/7/8, or any system capable of running Windows Terminal Client software Reasonable amount of RAM 1.2 Gb Hard Disk Drive Standard Video Card 17 inch Monitor Standard Keyboard/Mouse 100Mbit Network Card (Intel Chipset Recommended)  Thin Clients may also be used Linux/Mac OSX may also be used with either Microsoft Remote Desktop (or compatible)/Citrix or 2X clients (depending on your infrastructure) Note. You will need to ensure that you have the required licences from Microsoft when using Windows Terminal Services. Please consult a reputable advisor for full details. Important Notes For systems operating on a Network, please consult your network administrator for their recommendations regarding the network setup and hardware supply. The Microsoft .NET framework version 3.5 MUST be installed from Windows Update prior to RMS installation Before RMS can be installed it is necessary to have any network installed and operational In ALL cases you must have access to the Internet for Email and Browsing purposes. This will allow you to receive updates of software and allows us to offer a more efficient support package RMS Recommends HP, Brother or Canon Laser or Inkjet printers as these have been tested with RMS - We do not guarantee other brands. RMS does not support multi-bin or Multi Function printers. Specifically, RMS does not recommend Kyocera and Lexmark printers. If you intend to use either the PABX or Boom Gate interface it is imperative to use the Optimum Hardware Requirements. You may also require extra serial ports to be installed depending on how many devices are required, i.e. 1 port for Modem, 1 port for each Boom Gate & 1 port for PABX RMS has its own backup program built-in to the system. We do not encourage the use of 3 rd party backup programs or devices such as Tape or DAT drives, as these are not compatible with RMS, however if you must use a third-party backup solution you will need to ensure that it is SQL database compliant RMS uses an SQL database and as such requires an SQL server to be installed. By default RMS comes with a free version of SQL that will allow the operation of a reasonably sized property using a small number of workstations (1-5). For large properties or for those with more than 5 workstations the full SQL product should be purchased. RMS is currently compatible with the following SQL versions - SQL 2008 R2 (Full Version) or SQL Express 2008 R2 (RMS packaged version only) Regardless of version, SQL has reasonably high memory requirements - please adhere to the RAM specifications. RMS does not provide support for configuring or installing SQL on Windows SBS (Small Business Server) computers. It is recommended that you use Windows Server 2003/2008 Standard or higher as the operating system for your RMS SQL server unless your technicians are fully comfortable with managing SQL in an SBS environment. Microsoft Office Suite – MS Word 2007 or later can be used as the text editor to create and store correspondence documents such as confirmation letters. Alternatively a native text editor is provided for this purpose with most of the popular features of MS Word. MS Excel is required if you wish to export reports and other data in that format. If you are unsure of your current system specifications and would like a piece of software to do it for you RMS recommends the following free software http://www.belarc.com/free_download.html CA Antivirus, Resident Shield and Parental Controls have known issues with SQL Server 2008. RMS does not support Servers with CA installed. ALL points outlined above must be read and actioned carefully, if you have any queries or concerns, please don’t hesitate to contact the RMS Support Desk.
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Last modified
09:43, 17 Oct 2013

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