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Sundry Charges import file reference

Overview

A Sundry Charge is an ad hoc charge or credit applied to incidental expenses not covered by the Rate or Receipt.

In RMS, Sundry Charges are the individual charge definitions that can be posted to accounts (for example, minibar items, parking, or late checkout fees). The Sundry Charges Import feature provides a streamlined method to automatically transfer these incidental charge definitions or store items into the RMS system using a .csv file.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Import Overview

Information on the requirements for the Sundry Charges Import is available in RMS.

  • The import file must be in a comma‑delimited .csv format.

  • Microsoft Excel is able to save using a .csv format that should match these requirements.

  • The fields within this file must not contain commas.

  • RMS is able to determine whether the first record is a header record.
     

Owner and Trust Accounting

This article covers importing Sundry Charge definitions, not financial transactions.

If you are importing transaction data using other import tools, be aware that for Owner and Trust Accounting properties, transactions can only be imported for a closed trust period. Transactions within the current trust period must be entered manually in RMS.

 

“NO LONGER REQUIRED” Columns

Some legacy tax fields in the import file are marked as NO LONGER REQUIRED.

These columns are kept for backwards compatibility with older import templates and must remain in the file so that the column order matches what RMS expects.

You can leave the values in these columns blank. RMS will ignore them during the import.

 

Field Order

The columns in the import file must appear in the following order:

Order Field Name Field Type Required Max Characters RMS Equivalent
1 SundryName String Y 50

The name for the Sundry Charge. Must be unique.
2 GLCode String Y 30 The GL Code that applies to the Sundry Charge. Must match an existing GL Code in RMS.
3 Property String Y  

The name of the Property the Sundry Charge is associated to. Leave blank for All properties.
4 TaxType Number Y   How this charge is taxed. Valid values below.
5 UnitPrice Number N   The default cost of each item. If not supplied 0 will be used.
6 Tax_Desc String N 50 The description of tax that applies to this charge (setup under Taxes).
7 Tax_GLCode String N 50 NO LONGER REQUIRED
8 Tax_Percentage Number N   NO LONGER REQUIRED
9 Barcode String N 16 Barcode associated to this Sundry Charge. Enter the barcode in the format used by the scanner.
10 CostPrice Number N   The cost price for the Sundry Charge. If not supplied 0 will be used.
11 Tax2_Desc String N 50 The description of a second tax that applies to this charge (setup under Taxes).
12 Tax2_GlCode String N 50 NO LONGER REQUIRED
13 Tax2_Percentage Number N   NO LONGER REQUIRED
14 Tax3_Desc String N 50 The description of a third tax that applies to this charge (setup under Taxes).
15 Tax3_GlCode String N 50 NO LONGER REQUIRED
16 Tax3_Percentage Number N   NO LONGER REQUIRED
17 Group_Heading String N 25 Sundry grouping – will be created if it does not exist.
18 Credit Note Yes/No Field N 1

Adds the Sundry Charge as an assigned credit note. Can mark Unassigned using the next field.
19 Unassigned Yes/No Field N 1 Only applicable if Credit Note is Yes. Marks the credit note as unassigned.
20 POSLite Yes/No Field N 1 Set to Yes if this Sundry Charge will be used for POS Lite transactions.
21 FutureChargesToday Yes/No Field N 1 Set to Yes if this Sundry Charge should post with today’s date for future arrivals. Default is No.
22 Divisor Number Y* - Required if the TaxType value = 4 (Divisor).
23 DeferredRevenue Yes/No Field N 1 Set to Yes if revenue for this Sundry Charge should be recognised over time (Deferred Revenue).
24 DoNotAllowManualPosting Yes/No Field N 1

Prevents this Sundry Charge from being manually posted in RMS.
25 Status String Y   Value must be Active or Inactive.
✎ Please Note: When field 18 (Credit Note) is set to Y, field 5 (UnitPrice) must be a negative value. A positive or zero UnitPrice on a Credit Note Sundry will fail validation with the error Sorry a Credit Note Amount must be Negative. Use a negative number for the default credit amount (e.g. -10.00) or leave UnitPrice blank to default to 0.00 (which will also fail validation - a Credit Note Sundry must have a negative default).

 

Tax Type Values

The TaxType for the Sundry Charge must be assigned one of the following numerical values:

  • 4 – Divisor

  • 3 – Full

  • 2 – Free (Tax‑Exclusive Countries)

  • 1 – Rent

 

Import Validation

To ensure that your data is clean, consistent, and ready for the Live production environment after it has been validated and imported into the Training environment, follow these steps:

  1. Navigate to Setup > Accounting > Sundry for data review.
  2. Select the 'Edit' icon.
    Sundry setup list in RMS showing existing sundry charges with an Edit icon to open a selected sundry
     
  3. Review the Description, GL Code, Amount and any other fields added to the import file.

Sundry charge edit screen displaying description, GL Code, unit price, tax type and POS Lite options for an imported sundry

★ Tip: Repeat this process with additional Sundry Charges to verify that the entire import was successful. Ensure that all necessary data points, such as Tax Type or POS Lite, are correctly populated.

 

Downloadable Import File

The attached import file below contains the required file format for a Sundry Charges Import.

  1. Download the file and review the column headers.

  2. Populate the file with your data, ensuring that each Sundry Charge field corresponds to the appropriate column.
     

Next Article: Data Validation & Trial Imports

 

 

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