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Company import file reference

Information on the Company Import to RMS, and the data required.

 

Overview

A Company represents a business that can be added and utilised for Reservations, Accounts Receivable, and the Corporate Portal. The Company import provides a convenient method for transferring all company data into RMS.

✎ 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 Information

  • The import file must be in a comma-delimited .csv format (Field Delimiter), see the company import template at the end of this article.
  • If a data field within this file contains 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.
  • Country names in the 'Country' field must match the RMS List of Countries.xlsx, see attachment.
⚠ Important: Legacy Company ID's are saved to Company Spare Field 1 and used by subsequent imports to look up reservations.

 

Import Options

There are three options available for a Company Import:

  1. Import All Records as a New Company: This option will import all companies in the .csv file as a new company in RMS.
    • Optional: Choose to update the legacy company ID if the same company exists in RMS already.
  2. Update Existing Company Based on Matching Legacy ID: The import utility will use field 13, Legacy Company ID, to locate the Company in RMS and update all fields with the information in the .csv import file.
  3. Update Existing Company Based on Matching Company ID:  The import utility will use field 13, Company ID, to locate the Company in RMS and update all fields with the information in the .csv file.
    Company Import screen in RMS showing the three import options: Import All Records as a New Company, Update Existing Company Based on Matching Legacy ID, and Update Existing Company Based on Matching Company ID, with controls to select the CSV file and run the import.

 

Import Field Order

Order Field Name Field Type Required Unique Max Characters RMS Equivalent
1 Company Name Alpha Numeric Y Y 150 Short Description
2 Address Line 1 Alpha Numeric N N 50 Address Line 1
3 Address Line 2 Alpha Numeric N N 50 Address Line 2
4 Town/Suburb Alpha Numeric N N 50 Town/Suburb
5 State Alpha Numeric N N 3 State
6 Postcode Alpha Numeric N N 15 Postcode
7 Contact Alpha Numeric N N 35 Main Contact Name
8 Phone Alpha Numeric N N 15 Phone
9 Fax Alpha Numeric N N 15 Fax
10 Email Alpha Numeric N N 100 Email
11 Web Address Alpha Numeric N N 100 Web Address
12 ABN Alpha Numeric N N 20 ABN
13 Legacy Company ID Alpha Numeric N N 20 Company Spare 1
14 Address Line 3 Alpha Numeric N N 50 Address Line 3
15 Trading As Alpha Numeric N N 50 Trading As
16 Spare 2 Alpha Numeric N N 50 Company Spare 2
17 Spare 3 Alpha Numeric N N 50 Company Spare 3
18 Spare 4 Alpha Numeric N N 50 Company Spare 4
19 Spare 5 Alpha Numeric N N 50 Company Spare 5
20 Surname Alpha Numeric N N 50  
21 First Name Alpha Numeric N N 50  
22 Note Alpha Numeric N N No Max  
23 Billing Note Alpha Numeric N N No Max  
24 City Master Alpha Numeric N N 50 City Master Lookup Table
25 Industry Master Alpha Numeric N N 50 Industry Master Lookup Table
26 Hide from Guest Portal Yes/No N N 3 Yes or No (No if blank)
27 Grouping Alpha Numeric N N 50 Company Grouping
28 Bill To General Numeric N N 1

1 = Guest

2 = Company

5 = Travel Agent
29 Bill To Extras Numeric N N 1

1 = Guest

2 = Company

5 = Travel Agent
30 Bill to Phone Numeric N N 1

1 = Guest 

2 = Company

5 = Travel Agent
31 Country Alpha Numeric N N 50 See attached RMS List of Countries.xlsx
32 Status String Y N   Value = Active or Inactive

 

Bill To

The Reservation Account Bill To specifies the party responsible for payment on each Reservation Account Type. The 'Bill To' options for the company must be imported using one of the following numerical values:

  • 1 = Guest
  • 2 = Company
  • 5 = Travel Agent

 

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 > Company for data review.
  2. Select the 'Edit' icon aligned with a Company.
    Company list in RMS under Setup > Company, showing multiple companies with an Edit icon next to each record for reviewing imported data.
     
  3. Review the Company Name.
  4. Verify the Company Address, Phone, Email and any other details included on the import sheet.
    Company details screen in RMS showing Company Name, address, phone, email, and other imported fields used to verify the accuracy of the Company import.
★ Tip: Repeat this process with additional Companies to verify that the entire import was successful. Ensure that all necessary data points, such as contact or billing notes, are correctly populated.

 

Downloadable Import File

The attached import file below contains the required file format for a company import. Download the file and review the column headers. Populate the file with the company data, ensuring that each field corresponds to the appropriate column.

 

Next Article: Data Validation & Trial Imports

 

 

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