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

Overview

A Requirement is an additional item or service for the guest that is assigned to an existing Reservation or Guest in RMS. A Requirement can include a fee charged through a Sundry Charge (for example, breakfast, parking or cleaning).

This article provides information on the data format and field rules for the Requirement Import available in RMS.

Import Information

• The import file must be in a comma‑delimited .csv format; see the template at the bottom of the article.

• Microsoft Excel can save using a .csv format that should match these requirements.

• The fields within this file must not contain commas.

• RMS can determine whether the first record is a header row.

What this import does
The Requirement Import is used to attach existing Requirements to existing Reservations or Guests in RMS. It does not create new Requirement types; all Requirements and Sundry Charges referenced in the import must already exist in RMS.

Key Concepts

• Legacy ID

  • A Legacy ID is the identifier from your previous system (for example, a legacy Reservation number or a legacy Guest ID) that has already been imported into RMS.

  • For this import, the Legacy ID you provide must match an existing Legacy ID in RMS on either a Reservation or a Guest, depending on the Legacy ID Type.

• Legacy ID Type

  • Indicates whether the Requirement should be attached to a Reservation or a Guest.

  • Allowed values:

    • 1 = Reservation Requirement – the Requirement is linked to a specific Reservation.

    • 2 = Guest Requirement – the Requirement is linked to a Guest profile, not to a single Reservation.

• Requirement

  • The name of an existing Requirement that has already been set up in RMS under Setup > Accounting > Requirements.

  • The import will assign this Requirement to the Reservation or Guest identified by the Legacy ID + Legacy ID Type.

• Sundry & Sundry Charge

  • A Sundry (or Sundry Charge) in RMS is an item that can be charged to an account (for example, “Breakfast”, “Parking”, “Extra Cleaning”).

  • In the Requirement Import, the Sundry column is used to specify which existing Sundry Charge should be linked to the Requirement so that fees can be automatically posted when the Requirement is present.

  • The Sundry value in the import must exactly match an existing Sundry Code or Description in RMS, as per your configuration.

Field Order

Unique column

• A value of 'N' means the field is not required to be unique; multiple rows can use the same value.

• A blank in the Unique column means there is no uniqueness rule enforced by the import for that field.

Max Characters column

• Where a Max Characters value is shown, the field must not exceed that number of characters.

• Where blank, there is no specific character limit enforced by the import, but you should still observe any broader RMS limits for that field type if documented elsewhere.
   

Date Format

All date fields must use the format:

DD-MMM-YYYY
Example: 25-JAN-2026.

Using any other date format may cause the import to fail or produce incorrect dates.

Import Validation

After you have validated and imported your data into the Training environment, use the following steps to confirm that the Requirements have been imported correctly:

1. Navigate to Setup > Accounting > Requirements for data review.
2. Select the 'Edit' icon aligned with a Requirement. 
   
    
3. Review the Requirement Description.

4. Review the following details against your import file:

   • Requirement Description.

   • From Date and To Date.

   • Required Daily / Housekeeping Requirement / Guest Facing flags, if used.

   • Sundry assignment.

   • Quantity, Unit Price, Use Sundry Amt, Chg Req Daily, and Inc To Date settings. 
     

Downloadable Import File

The attached import file below contains the required file format for the Requirement Import. Download the file and review the column headers. Populate the file with your data, ensuring that each line contains:

• A valid Legacy ID that already exists in RMS.

• The correct Legacy ID Type (1 = Reservation Requirement, 2 = Guest Requirement).

• An existing Requirement name and any related Sundry and charge details.

Once you are confident your file is correct, you can proceed with importing it into the Training environment as part of your data migration.

Next Article: Data Validation & Trial Imports