This article describes the Vietnam Immigration Export report, which downloads a file containing guest registration data for submission to Vietnamese immigration authorities.
Overview
The Vietnam Immigration Export is a compliance report for accommodation properties in Vietnam that are required to report guest arrivals to the local immigration authority.
The export produces a downloadable file listing guest identification and stay details for the selected date, time window, reservation statuses, and Categories. The file can be generated in CSV or XML format.
Clicking Export File downloads the file directly to the browser's default downloads folder. There is no on-screen report grid to review before downloading.
Use Cases
- Routine immigration reporting - Run the export for the current day's arrivals to produce the guest registration file required by the local immigration authority.
- Local guest reporting - Select Include Local Guest when the property also needs to report Vietnamese national guests alongside foreign guests.
- Reservation status review before submission - Adjust the Reservation Status filter to include or exclude statuses such as Arrived or Departed before generating the file, so only the intended stays are reported.
How to Access
In the side menu of RMS, go to Reports > Management > Guests > Vietnam Immigration Export.
Report Options
Use the options below to set the date, time window, and filters before generating the export.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Property | Dropdown | First property in the list | Selects the property whose guest data is included in the export. Appears on multi-property databases only. |
| Arrival Date From | Date | Today | Sets the arrival date for the guests to include in the export. |
| Hours Between | Time range (two fields) | 9:00 AM and 5:00 PM | Restricts the export to reservations with an arrival or departure time within this window. |
| Reservation Status | Multi-select dropdown | Arrived, Departed | Limits the export to reservations in the selected statuses. |
| Category | Multi-select dropdown | All Selected | Limits the export to reservations in the selected Categories. |
| Export Type | Dropdown | Immigration Export |
Sets which Vietnamese government export the file is formatted for. Options:
|
| Show Additional Columns (ResID & GuestID) | Checkbox | Off | Adds the RMS Reservation ID and Guest ID as extra columns in the export. |
| Export To XML | Checkbox | Off | Produces the file as XML instead of CSV. |
| Include Local Guest | Checkbox | Off | Includes guests who are Vietnamese nationals (local guests) in the export, in addition to foreign guests. Selecting this option reveals the Include City Column checkbox. |
| Include City Column | Checkbox | Off | Adds a City column to the export. Only shown once Include Local Guest is selected. |
Column Headers
The export produces one row per guest. Column headers are in Vietnamese, matching the format required by the immigration authority; the table below gives the English meaning captured in the column header itself, where one is provided.
| Column | Description | Source / Calculation |
|---|---|---|
| STT (Number) | Sequential row number in the export. | Generated by the export, one number per row. |
| Ho va Ten (Guest full name) | The guest's full name. | Guest Profile |
| Ngay Sinh (Birthday DD/MM/YYYY) | The guest's date of birth, in DD/MM/YYYY format. | Guest Profile |
| Ngay Sinh Dung Den | Hardcoded to fill all entries with 'D', showing the format of the date of birth given in the Ngay Sinh column | Hardcoded field |
| Gioi Tinh (Gender) | The guest's gender. | Guest Profile |
| Quoc Tich (Nationality) | The guest's nationality. | Guest Profile |
| So Ho Chieu (Passport or ID Number) | The guest's passport or identification document number. | Guest Profile |
| So Phong (Room Number) | The room, site, or area assigned to the reservation. | Reservation |
| Ngay Den (Arrival Date) | The reservation's arrival date. | Reservation |
| Ngay Du Di (Departure Date) | The reservation's departure date. | Reservation |
| Ngay Tra Phong (Depart Date) | The date the guest checked out of the room. | Reservation |
| ResID | The RMS reservation number. Only included when Show Additional Columns is selected. | Reservation |
| GuestID | The RMS guest number. Only included when Show Additional Columns is selected. | Guest Profile |
Data Sources & Calculations
The following concepts apply across multiple columns on this export.
Guest identification fields
Name, date of birth, gender, nationality, and passport/ID number are all read from the Guest Profile attached to the reservation. If a field is blank in the Guest Profile, the corresponding column is blank in the export.
File format (CSV vs XML)
Export Type and Export To XML control the output format only, not the underlying data. Selecting Export To XML produces the same guest and reservation data as as the CSV file option.
Related Reports
-
Vietnam VAT Export - a separate Vietnam government compliance export, covering VAT information on Tax Invoices rather than guest registration.
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