Information on the Repeat Charge Import to RMS, and the data required.
Overview
A Repeat Charge is a charge that can be setup and customised to apply to an account on a recurring frequency for the value set.
These can be setup for any number of scenarios and are most frequently used on Long Term Reservations for accommodation charges such as rent or letting fees.
This article provides information on the requirements for the Repeat Charge Import available in RMS.
Import Information
- The file must be imported in a comma delimited .csv format (Field Delimiter), see the template at the bottom of the 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.
Field Order
| Order | Field Name | Field Type | Required | Max Characters | Notes |
|---|---|---|---|---|---|
| 1 | Legacy Res ID | Alpha Numeric | Y | 50 | Legacy Res ID |
| 2 | Legacy ID Type | Alpha Numeric | Y | Use 1 for Res Account | |
| 3 | Account Type | Alpha Numeric | Y | See Below 'Account Type Values' | |
| 4 | Sundry | Alpha Numeric | Y | Sundry Charge Description. Must Exist in RMS. | |
| 5 | Initial Trans | True/False | Y | Create an Initial Transaction | |
| 6 | Initial Start | Date | If initial trans is True | Initial Transaction Start Date | |
| 7 | Initial End | Date | If initial trans is True | Initial Transaction End Date | |
| 8 | Initial Amount | Numeric | If initial trans is True | Amount of Initial Transaction | |
| 9 | Repeat Every | Numeric | Frequency to Repeat the Charge | ||
| 10 | Repeat Period | Alpha | Y | Day | Week | Month | |
| 11 | Amount | Numeric | Y | Amount to charge | |
| 12 | Use Sundry Amt | True/False | Use the amount set against the set Sundry Charge | ||
| 13 | Daily Rate | True/False | Amount entered is to be multiplied by the number of days within the Repeat Charge frequency range | ||
| 14 | Limit Last Charge | True/False | Will prorate the final repeat charge to stop on the end date | ||
| 15 | Show Paid to | True/False | Show Paid To on the account screen. (Only one repeat per account can have this flag.) |
||
| 16 | Use Arrive | True/False | If no Start Date | Use the Arrival Date of the Reservation as the Start Date | |
| 17 | Start Date | Date | If not Using Arrive date | Specify a Start Date. | |
| 18 | Use Depart | True/False | If no End Date | Use the Departure Date as the End Date | |
| 19 | Inc Depart Day | True/False | Include Departure Date in Charged Dates | ||
| 20 | End Date | Date | If not Using Depart date | Specify an End Date | |
| 21 | Periods to Roll | Numeric | Specify the number of Repeat Charge cycles to post to the account |
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 Format
All date fields must use the format DD-MMM-YYYY (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:
- Search for the reservation to review the data. Then, open the account and go to Charges > Repeat Charge.
- Check the box aligned with the Repeat Charge.
- Select the 'Edit' button.
- Review the Repeat Charge Sundry.
- Verify the Repeat Charge Details included on the import sheet.
Downloadable Import File
The attached import file below contains the required file format for the repeat charge import. Download the file and review the column headers. Populate the file with the data, ensuring that each line contains a Legacy Reservation ID, Legacy ID Type, Account Type along with repeat charge specifics.
Next Article: Data Validation & Trial Imports
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