Information on the Credit Note Transaction Import to RMS, and the data required.

Overview

A credit note is a specific type of sundry used to apply credit to an account, independent of any monetary exchange, within RMS. The credit note import feature offers a streamlined way to transfer all credit notes into RMS efficiently.

Import Information

Information on the requirements for a credit note import in RMS.

• 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 credit note 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'.

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 refund 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

Date Formats

All date fields must use the DD-MMM-YYYY format (25-JAN-2026).

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 Reservations > Reservation Search for data review.
2. Select a 'Search On' field.
3. Input the Search Criteria.
4. Select the 'Search' icon.
5. Select the Account Number to open the reservation account. 
   
    
6. Review the Credit Note amount in the reservation account.
   

Downloadable Import File

The attached import file below contains the required file format for a credit note import. Download the file and review the column headers. Populate the file with the credit note and amount, ensuring that each line contains an existing Legacy ID in RMS.

Next Article: Data Validation & Trial Imports