Overview
An Owner Contract can be set up for an Area that currently lacks an Owner, allowing you to specify the party entitled to Owner Income for that Area. This article provides details on the requirements for the Owner Contract Import feature available in RMS.
Import Information
- The import file must be in a comma-delimited .csv format, see the template at the bottom of this article.
- Microsoft Excel is able to save using a .csv format that should match these requirements.
- The fields within this file must not contain commas.
- RMS is able to determine whether the first record is a header record.
Field Order
| Order | Field Name | Field Type | Required | Unique | Max Characters | Notes |
|---|---|---|---|---|---|---|
| 1 | Legacy Owner ID | Alpha Numeric | Y | N | 50 | Legacy ID attached to Owner imported via the Guest Owner Import |
| 2 | Area | Alpha Numeric | Y | N | Exact area name as entered into RMS | |
| 3 | Contract Type | Alpha Numeric | Y | N | Exact Contract Type name as entered into RMS | |
| 4 | Start Date | Date | Y | N | See Date Format | |
| 5 | Renewal Date | Date | N | N | See Date Format | |
| 6 | Percentage Share | Numeric | Y | N |
Must be between 1 - 100 Total Share must be 100% across the same area |
|
| 7 | Alpha Numeric | N | N | |||
| 8 | Gross Revenue | Numeric | N | N | ||
| 9 | Owner Stays | Numeric | N | N | ||
| 10 | FOC stays | Numeric | N | N |
Common Validation Errors
If a row fails validation, the error message will appear in the Validate / Import Results table. The most common errors and what they mean:
| Error Wording | What It Means |
|---|---|
| Owner Must Be Supplied | The Legacy Owner ID provided does not match an existing Owner record in RMS. Confirm the Owner has been imported via the Guest &/or Owner Import and the Legacy ID is spelled exactly as it appears on the Owner record. |
| Room Must Be Supplied | The Area name provided does not match an existing Area in RMS. Confirm the Area exists and the name is spelled exactly as it appears in RMS (Setup > Category / Area). |
| Contract Type Must Be Supplied | The Contract Type provided does not match an existing Contract Type in RMS. Confirm the Contract Type exists at Setup > Contract Type. |
| Total Percentage Share For Room [area] Does Not Equal 100% | The sum of Percentage Share values for the named Area across all rows in the file does not add up to 100%. Owner Contracts for an Area must total 100% (e.g. 50% + 50%, 100% to one Owner, or 33% + 33% + 34% across three Owners). |
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:
- Navigate to Setup > Category / Area for data review.
- Select the 'Edit' icon for the corresponding category.
- Navigate to the 'Area' menu.
- Highlight an Area and select the 'Edit' icon.
- Navigate to the 'Owner Accounting' menu.
- Highlight an Owner and select the 'Edit' icon to review the owner contract.
- Review the 'Contract Type'.
- Verify the 'From', 'To', and 'Renewal' dates.
- Confirm the 'Share' percentage.
- Optional: Navigate to the 'Owner Stays / Letting' menu to review the Owner Stays and FOC Stays.
- Ensure the accurate number of 'Owner Stays'.
- Confirm the correct number of 'FOC Stays'.
Downloadable Import File
The attached import file below contains the required file format for an owner contract import. Download the file and review the column headers. Populate the file with the owner legacy ID, area, contract start and renewal dates along with a percentage share.
Next Article: Data Validation & Trial Imports
Comments
0 comments
Please sign in to leave a comment.