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.
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 trainingcoordinator@rms.com.au 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.
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.