The Bill To Import is used to bulk-update the Bill To assignments on existing reservation accounts via a .csv file.

Overview

The Bill To Import updates the party responsible for paying each account type (Accommodation, Extras, Phone, Electricity, Water, Gas, Internet) on existing reservations in RMS. It is typically used during a data migration or bulk reassignment when the Bill To party for a large set of reservations needs to change in one operation.

This import does not create new reservations - it updates the Bill To fields on reservations that already exist in RMS. Each row in the import file targets one reservation account and supplies the Bill To party for one or more account types on that account.

This article outlines the requirements for the Bill To Import in RMS.

Import Overview

• Reservations must already exist in RMS before running the Bill To Import. Use the Reservation Import first if needed.
• The Companies and Travel Agents referenced in the Bill To columns must already exist in RMS. Use the Company Import and Travel Agent Import first if needed.
• The Legacy Res ID values in the import file must match the Legacy Res IDs that were imported during the original Reservation Import (these are stored in Reservation Spare Field 10).
• The import file must be in a comma-delimited .csv format (Field Delimiter).
• If a data field within this file contains commas, it should be surrounded with "double quotes" (Text Delimiter).
• Microsoft Excel can save using a .csv format that matches these requirements.
• RMS can determine whether the first record is a header record.

Import File Field Order

Bill To Legacy Type Values

The Legacy Type column for each account type must be imported using one of the following numerical values:

• 3 - Company
• 4 - Travel Agent / Wholesaler

Reference Fields

The Legacy IDs referenced in the Bill To columns are validated against existing Company and Travel Agent records:

• If a BillTo_X_LegacyID does not match an existing Company Spare Field 1 (when Legacy Type is 3) or Travel Agent Spare Field 1 (when Legacy Type is 4), the row will fail validation.
• The Legacy Res ID must match an existing Reservation Spare Field 10. If not, the row will fail validation.

Address all unsuccessful validation results before running the import.

Import Validation

To confirm the Bill To assignments updated correctly after the import, follow these steps:

1. Navigate to Reservations > Reservation Search.
2. Select a Search On field and search for a reservation included in the import file.
3. Open the reservation by selecting the Reservation Number.
4. Open the Account tab.
5. For each account type (Accommodation, Extras, Phone, Electricity, Water, Gas, Internet), confirm the Bill To party matches the Company or Travel Agent specified in the import file.

Downloadable Import File

The attached import file below contains the required file format for a Bill To Import. Download the file and review the column headers. Populate the file with the Bill To data for each reservation, ensuring the Legacy Res ID matches the original Reservation Import and the Legacy IDs in each Bill To column match the corresponding Company Import or Travel Agent Import.

> Next Article: Data Validation & Trial Imports