Overview

A charge import is a process that allows properties to upload and transfer charge data directly into RMS, automating the recording of charges related to guest stays, services, and other transactions. This eliminates the need for manual entry, ensuring that all charges—such as room fees, amenities, or incidentals—are accurately reflected in the system. By importing charge data, properties streamline financial tracking and accounting, ensuring that all transactions are correctly captured and recorded in RMS.

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 charge import template at the bottom of this article.
• If a data field within this file contain commas, it should be surrounded with "double quotes" (Text Delimiter).
• Microsoft Excel can save using a .csv format that should match these requirements.
• RMS can determine whether the first record is a header record.
• Guest Accounts cannot be imported for RMS Central (Enterprise) databases.
• Transactions will show as being created by the user '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

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 Charge amount in the reservation account.

• Run the Sundry Usage Report (Reports > Accounting > Sundry Usage) for the transaction date in the charge import as an additional layer of verification.

Downloadable Import File

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

Next Article: Data Validation & Trial Imports