The Owner Adhoc Expenses Import is used to bulk-load ad-hoc expenses against existing Owner accounts in RMS via a .csv file.

Overview

The Owner Adhoc Expenses Import posts ad-hoc expenses to the Adhoc View of one or more existing Owner accounts. It is typically used by Trust Accounting and Owner Accounting properties to bulk-load expense entries that fall outside the standard recurring expense lines (rates, repairs, utilities, body-corporate fees, etc.).

An expense posted via this import behaves the same as one entered manually on the Owner Account > Adhoc View screen: each expense is associated with a Sundry Charge, optionally linked to a 3rd Party (the supplier or service provider), and posted on a specified date.

This article outlines the requirements for the Owner Adhoc Expenses Import in RMS.

Import Overview

• Owner accounts must already exist in RMS before running the Owner Adhoc Expenses Import. The Acc Id field in the import file is the RMS Account ID for an existing Owner record. Use the Guest &/or Owner Import first if needed (with Client Type = 1 for Owner records).
• The Sundry Charges referenced in the import file must already exist in RMS. Use the Sundry Charges Import first if needed.
• If 3rd Party suppliers are referenced in the import file, those Companies or Travel Agents must already exist in RMS. Use the Company Import first if needed.
• The import file must be in a comma-delimited .csv format (Field Delimiter) with exactly seven columns per row.
• 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

The Owner Adhoc Expenses Import file requires exactly seven columns per row in the order shown below. The downloadable template attached to this article uses these exact column headers.

Date Formats

All date fields must use the DD-MMM-YYYY format (e.g. 25-JAN-2026).

Reference Fields

The following fields are validated against existing RMS master lists:

• Acc Id must match an existing Owner Account ID in RMS. If it does not, the row will fail validation with the error Acc Id of [value] Is Invalid.
• Sundry Charge must match an existing Sundry Charge name in RMS exactly. If it does not, the row will fail validation.
• 3rd Party Guest (when supplied) must match an existing Company or Travel Agent record in RMS. If it does not, the row will fail validation.

Address all unsuccessful validation results before running the import.

Import Validation

To confirm the Owner Adhoc Expenses imported correctly, follow these steps:

1. Navigate to Reservations > Guest Search.
2. Search for an Owner account included in the import file.
3. Open the Owner record and navigate to Owner Account > Adhoc View.
4. Confirm the imported expenses are listed against the Adhoc View, including the correct Date, Sundry Charge, 3rd Party Guest, Description, Comment, and Amount.
5. Repeat this process with additional Owner accounts to verify that the entire file imported correctly.

Downloadable Import File

The attached import file below contains the required file format for an Owner Adhoc Expenses Import. Download the file and review the column headers. Populate the file with the expense data, ensuring that the Legacy ID matches the original Guest &/or Owner Import and the Sundry Charge matches an existing Sundry Charge in RMS.

> Next Article: Data Validation & Trial Imports