How to move an Area to another Category in RMS.

Overview

A Category in RMS is a way of grouping similar Area together (for example, Powered Sites, Deluxe Cabins, Queen Rooms).

An Area is the individual space that can be booked by a visitor (for example, Site 01, Cabin 12, Room 305).
Each Area belongs to one Category.

An Area can be moved to a different Category to group it with similar Areas.

Grouping Areas within a Category will:

• Apply the same Category Housekeeping Tasks

• Apply the same Rates (when configured to use Category-based rates)

• Include those Areas in the Category Availability for that Category

A Category Move cannot be performed if the Area has any current or future reservations with an active status (for example, Unconfirmed or Confirmed).

The date an Area is moved will determine which Category its availability is recorded in for applicable reports.

• Availability reports with a selected date range that crosses the Area Move date will show Category Availability that includes the moved Area in both Categories for the relevant dates.

Guide

In the side menu of RMS, go to Setup > Category/Area.

1. Select Edit on the current Category.
   
    
2. Navigate to the Area tab.
3. Select Move.
   
    
4. Select the Area.

5. Select the Category to move the Area to.

6. Select Apply.
   • Repeat Steps 3-6 for any other Areas that need to be moved.
     
      
7. Select Save/Exit.
   

If you are unable to move the Area

RMS will block a Category Move if the Area has any current or future reservations with an active status. To proceed, move all active reservations out of the Area first, then return to the Guide steps above.

Step 1 - Find current and future reservations in the Area

1. Open the Booking Chart.
2. Locate the Category and Area you want to move.
3. Look for any current reservations - guests who are due to arrive today, are currently in-house, or have not yet checked out.
4. Look for any future reservations - bookings with an arrival date after today.
5. Check the status of each reservation and identify those with an active status (for example, Unconfirmed or Confirmed).

Step 2 - Move reservations to a different Area

On the Booking Chart, click and drag each active reservation to a different Area. Repeat until no current or future active reservations remain in the original Area.

Once all active reservations have been moved, return to the Guide steps above to complete the Category move.

If you are still unable to move the Area

If RMS still prevents you from moving the Area, check for the following:

• Far-future reservations - check for bookings well into the future (for example, next year) that may be easy to overlook on the Booking Chart.
• Custom reservation statuses - if your property uses custom statuses that are treated as active, make sure those reservations are also moved.
• Group or linked bookings - check whether any group or linked bookings are still tied to that Area.

Owner & Trust Accounting Properties

For properties that use Owner Accounting or Trust Accounting in RMS, moving Areas between Categories can affect:

• Owner statements

• Trust ledgers and balances

• Historical revenue allocation and reporting

Because of these additional accounting and compliance considerations: