Reservation Import

Future and In-house reservations, with exceptions*, can be imported into the RDP system and may need approval from your sales contact. Reservations are imported “as is” provided by the client in an excel file with the extension of xls or xlsx without modification.

Click here to Download Excel Template for Importing

The excel file will be used to import reservations into the RDP system. Provide all reservations in one import file. After reservations are imported, changes to reservations are processed by users through the RDPWin product. Subsequent reservation imports are not supported to maintain data integrity.

It is recommended to include your previous system’s reservation number and enter into a column with the column header of “GDSResID”, if there is a GDS module included in the sales contract. Otherwise previous reservation number can be entered into a comment field.

It is recommended to start the current reservation number in the document with column header “ResNumNumeric” as 1 or 100000. It is not recommended to enter the current reservation number into the reservation number field because manual entry of reservations after importing will not matching. If some reservation numbers match and others don’t this will cause confusion.

It is recommended to include rate, tax, other charges, total charge and payment information into comments. This allows reservation agents to reference the information when manually updating rates to build transactions. In specific cases it may be possible to import deposits and room charges as an average rate, column headers for these are “depositamount” and “roomrate”.

*Exceptions: For timeshare / fractional properties do not include timeshare, quarter share, exchange, or guest of timeshare/fractional owner reservations. Timeshare / fractional reservations are automatically generated based off of the owner’s contract and then changes are modified by your staff.

Column Header: Res Type

Description: Defines the reservation type. If not defined all reservations will be set to P or I.

Maximum Length: 1

Values:

P: Paying Guest (Room Number Assigned)

I: Paying Guest (Inventory, No Room Number Assigned)

S: Special (Paying Guest Reservation with different color on tape chart)

C: Complimentary (Reservation with Rate Plan of Comp)

X: Maintenance (Unit is not available for occupancy)

O: Whole Owner

G: Guest of Owner

R: Paying Guest Referral from Owner

M: Multiple Folio (does not take unit type or unit out of availability)

T: Timeshare or Fractional Owner

Q: Timeshare or Fractional Owner (Inventory, No Room Number Assigned)

B: Timeshare or Fractional Owner additional reservation outside of ownership

Column Header: RoomType

Description: Room type needs to match room type of units.

Maximum Length: 6 characters

Values: Characters, letters and special characters excluding (‘ single quote,” double quote,* asterisk).

Column Header: RoomNum

Description: Room number of reservation. This field needs to match the value on the unit import. If reservations are pre-assigned to units, this field needs to contain a value. If reservations are not pre-assigned to units then this field will be blank.

Maximum Length: 6 characters (letters/numbers) or less if room number specific rates will be required now or in the future. Otherwise 8 characters or less for room type specific rate.

Values: Characters, letters and special characters excluding (‘ single quote,” double quote,* asterisk). Field sorts as a text value. Adding leading zeros will resolve sorting issues.

For example:

Column Header: Arrival Date

Description: Arrival Date of reservation.

Values: Date format of MM/DD/YYYY, example 03/01/2015 is March 1st 2015

Column Header: Departure Date

Description: Departure Date of reservation.

Values: Date format of MM/DD/YYYY, example 03/15/2015 is March 15th 2015

Column Header: Nights

Description: Number of nights of a reservation.

Values: Integer, whole numbers (no decimal)

Column Header: ResNumNumeric

Description: Guest Reservation Number, Confirmation Number or Folio Number.

Maximum: 999999

Values: Whole Number. Recommend starting number of 1 or 100000

Column Header: GDSResID

Description: GDS (Expedia, Booking.com, etc…) reservation number. Only available to clients with a GDS module. Searchable in RDPWin. This field can be used to store current PMS system reservation number otherwise it can be provided in a comment which is not searchable. This field is not required.

Maximum Length: 33 characters

Values: Characters, letters and special characters excluding (‘ single quote,” double quote,* asterisk)

Column Header: DepositAmount

Description: Total deposit for the reservation including all payments. In specific cases it may be possible to import deposits, this may require approval from your sales contact. This field is not required.

Maximum Length: Less than 1 million dollars

Values: Currency value

Column Header: RoomRate

Description: Nightly Average Room Rate. In specific cases it may be possible to import an average rate as a daily rate, this may require approval from your sales contact. For example, if the reservation arrives on a Wednesday for four nights and has a rate for each night being Wed. $100.00, Thur. $100.00. Fri. $200.00, and Sat. $200.00. The system would import a rate of Wed. $150.00, Thur. $150.00. Fri. $150.00, and Sat. $150.00. This field is not required.

Maximum Value: Less than 1 million dollars for all charges on the reservation

Values: Currency value

Column Header: RatePlan

Description: Rate code for reservation. Must match built rate plan. A place holder rate plan can be built for importing if needed such as “IMPT”. If it doesn’t match a built rate plan can instead be placed into a comment for reference and a default of “IMPT” used.

Maximum Length: 4 Alpha-Numeric

Values: Exactly 4 alpha-numeric, examples, “RACK”, “RATE”, “BEST”, ”AAAR”, “MILT”,“10DC”, “15DC”, and “20DC”

Column Header: EnteredBy

Description: User login of person who made the reservation. Optional.

Maximum Length: 6 characters

Values: Characters, letters and special characters excluding (‘ single quote,” double quote,* asterisk).

Column Header: EntryDate

Description: Entry date of reservation. Optional.

Values: MM/DD/YYYY

Column Header: GuestName

Description: Name on reservation or maintenance reservation.

Maximum Length: 70 characters

Values: Format to be LastName/FirstName.

For Example:

Jones/Davey
Cleaver/Ward
Joel/Billy
Short/Martin
Remodel/

Column Header: Address1

Description: Street or PO Box

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: Address2

Description: Apartment or additional address information

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: City

Description: City

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: State

Description: State or Providence

Maximum Length: 2 Characters

Values: Abbreviation of State or Providence

For Example:

AB = Alberta
CO = Colorado

Column Header: Zipcode

Description: Zipcode or Postal Code

Maximum Length: 10 Characters

Values: Numbers, Letters, Special Characters

Column Header: Phone1

Description: Phone1, can be relabeled in UI. System – Configurations – Custom Labels.

Maximum Length: 20 Characters

Values: Numbers, Letters, Special Characters

Column Header: Phone2

Description: Phone2, can be relabeled in UI. System – Configurations – Custom Labels.

Maximum Length: 20 Characters

Values: Numbers, Letters, Special Characters

Column Header: GuestNum

Description: If importing guest history then this number should match the guest history import number otherwise a new guest history record will be generated.

Maximum Length: 6

Values: Integer

Column Header: EmailAddress

Description: Email Address. E-mail will be marked as primary point of contact. Additional e-mails can be added if they fit and need to be separated by a semi-colon (;). If the reservation type is an O (Owner) then the e-mail address on the owner record will be used instead of the e-mail address on the reservation.

Maximum Length: 100 Characters

Values: Numbers, Letters, Special Characters

Column Header: AllowMoveFlag

Description: If set to Y – Yes the system will allow the reservation to be moved. If set to N – no the system will not allow the reservation to be moved unless the reservation is changed and set to Y – Yes.

Maximum Length: 1 character

Values: Y for yes = Allow Move, N for no, Don’t Allow Move

Column Header: VIP

Description: Reservation will list on VIP reports.

Maximum Length: 1 character (Y)

Values: Y for yes otherwise leave blank

Column Header: Guar

Description: If guarantee is set the reservation will list on the house status screen for arrivals as guaranteed otherwise it will list as not guaranteed.

Maximum Length: 1 Character (Y)

Values: Y for yes otherwise leave blank

Column Header: Agent1Num

Description: AlpahaNumeric value of travel agent, must match travel agent number on travel agent list. Travel agents are either paid a commission based on room revenue or can be pre-deduct, being they send an advance payment prior to check-in. Wholesalers (Expedia, Booking) are not setup as agents they are instead setup as groups.

Maximum Length: 8 AlphaNumeric

Values: Characters, letters and special characters excluding (\ forward slash, ‘ single quote,” double quote,* asterisk).

Column Header: PredeductFlag

Description: Travel agent is sending an advance payment prior to check-in.

Maximum Length: 1

Values: Y for yes if pre-deduct otherwise leave it blank.

Column Header: Agent1Code

Description: Commission code for travel agent.

Maximum Length: 8 Alpha-Numeric

Values: CA = 10%, CB = 5%, CC = 15%, CC = 20%. The code can also be customized. If the only commission paid is 25%, ask your implementer to set the CA code to 25%.

Column Header: Taxcode

Description: Tax code of reservation.

Maximum Length: 2 Characters

Values: TA – taxable, TZ – non-taxable. Needs to match tax codes on implementation document. Additional values can be outlined on your implementation document, always start with T, for example TA, TB, and TC.

Column Header: GroupNum

Description: There are multiple use purposes for groups, these are examples: a traditional group such as a wedding with a block of rooms, a re-occurring group with a billing component such as IBM regularly sending one-off reservations, or wholesalers such as Expedia and Booking.com even if they are billing or not billing. If a wholesaler has multiple accounts such as Expedia Hotel Pay and Expedia Pay then it is recommended to set up two separate groupnums.

Maximum Length: 8 Alpha-Numeric

Values: Characters, letters and special characters excluding (\ forward slash, ‘ single quote,” double quote,* asterisk).

Column Header: GroupMasterPayCode

Description: Billing code for group master. When loading group masters set “Allow members to bill group” to yes if there is a billing.

Maximum Length: 2 Characters

Values: IP – Individual pay, the group is not paying for any charges. RT – the group is paying for room and tax. ZZ – the group is paying for all charges.

Column Header: OwnerPayCode

Description: For properties with individual owners of units such as a condo hotel, individually owned RV site, fractional or timeshare. Code indicates the percentage of room charge paid to the owner. OA is the default Owner Pay code and is specified on implementation document such as designating the “OA” to be 65 percent paid to the owner.

Maximum Length: 2 Characters

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: MarketCode

Description: This is a required field and needs to match the value provided on the implementation document. If not provided reservations will need to select market code before saving reservations. Market code indicates the type of market, for example, a wholesaler, owner, guest of owner, business guest, transient guest, and long-term guest. Market codes are specific to a client’s business model and market.

Maximum Length: 2 Alpha-Numeric

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: SourceOfBusiness

Description: This is a required field and needs to match the value provided on the implementation document. If not provided reservationist will need to select a source before saving. The source of business is how the guest heard about your property and are marketing channels. Examples of sources are word of mouth, repeat guest, walk-in, google, digital radio ad (SiriusXM, Spotify), radio ad, newspaper ad, and owner referral.

Maximum Length: 2 Alpha-Numeric

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: People1

Description: People1 is relabeled in the RDPWin UI. (Reservation – Configuration – People tab). Most commonly this is set to adults.

Maximum Value: 99

Values: Integer

Column Header: People2

Description: People2 is relabeled in the RDPWin UI. (Reservation – Configuration – People tab). Most commonly this is set to children.

Maximum Value: 99

Values: Integer

Column Header: People3

Description: People3 is relabeled in the RDPWin UI. (Reservation – Configuration – People tab). Most commonly this is set to infants or not used.

Maximum Value: 99

Values: Integer

Column Header: People4

Description: People4 is relabeled in the RDPWin UI. (Reservation – Configuration – People tab). Most commonly this is set to pets or not used.

Maximum Value: 99

Values: Integer

Column Header: Note

Description: Free form note to provide details of reservation.

Maximum Length: Blob

Values: Any

Column Header: Comment1

Description: Fixed length comment, label can be set under System – Comment Labels – Reservation/Guest. Housekeeping comments typically go into comment1. Additional examples include vehicle information, pet information, and airline arrival (for destination properties).

Maximum Length: 20