Overview

Receipts are records of payments made to an account. This article provides details on the requirements for importing receipts into RMS. By importing receipts, properties streamline financial tracking and accounting, ensuring all transactions are accurately captured and recorded in the system.

Import Information

• Transactions can only be imported after Reservations have been created or imported in RMS.
• The import file must be in a comma-delimited .csv format (Field Delimiter), see the receipt import template at the bottom of this article.
• If a data field within this file contains commas, it should be surrounded with "double quotes" (Text Delimiter).
• 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.
• Guest Accounts cannot be imported for RMS Central (Enterprise) Databases.
• Transactions will show as being created by the user as 'System Import'.

Field Order

Legacy ID Type Values

A Legacy ID is a unique identifier used to specify the destination for imported data. The Legacy ID Type must be imported using one of the following numerical values:

• 1 - Res
• 2 - Guest
• 3 - Company
• 4 - Travel Agent
• 5 - Group Res
• 6 - RMS Account ID

Account Type Values

The Account Type is where the transaction should be placed. The Account Type must be imported using one of the following numerical values:

• 1 - Accom
• 2 - Extras
• 3 - Phone
• 4 - Gas
• 5 - Electricity
• 6 - Water
• 8 - Internet

Receipt Type Values

The Receipt Type refers to the method by which the payment was made. The Receipt Type must be imported using one of the following numerical values:

• 1 - Cash
• 2 - Cheque
• 4 - EFTPOS
• 5 - Journal
• 8 - Direct Credit
• 12 - Other Cash
• 13 - Other Cheque
• 16 - Direct Credit 2
• 17 - Direct Credit 3
• 18 - Cash 3
• 19 - Cash 4
• 20 - Cash 5
• 21 - Cheque 3
• 22 - Cheque 4
• 23 - Cheque 5
• 24 - Direct Credit 4
• 25 - Direct Credit 5

Date Formats

All date fields must use the DD-MMM-YYYY format (25-JAN-2025).

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:

In the side menu of RMS Training, go to Reservations > Reservation Search for data review.

1. Select a 'Search On' field.
2. Input the Search Criteria.
3. Select the 'Search' icon.
4. Select the Account Number to open the reservation account.

• Review the Receipt amount and type in the reservation account. 

Downloadable Import File

The attached import file below contains the required file format for a receipt import. Download the file and review the column headers. Populate the file with the receipt details, ensuring each line includes a valid Legacy ID in RMS along with any other required information based on the selected receipt type.