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Overview
Select Transfer to History from the Night Audit or Day End menu. In order to keep RDPWin running as quickly as possible, old reservations are archived by moving the historical database called Non-Active History. This is the RDPWin version of the RDP-DOS 910 Utility.
Checkbox Settings
- Keep Cancelled Reservations Until Their Departure Date (Switch 109-11)
- See Switch 109-11.
- Transfer Reservations to Non-active if Balance is Less than $1.00 (Switch 426-08)
- See Switch 426-08.
- Keep Reservations for XX Days After Departure Date
- See Keep Reservations for details.
Buttons
- Transfer All
- Transfer all reservations that meet the transfer criteria. Cancelled reservations with active transactions are never deleted but moved to non-active history instead.
- Transfer Res
- Specify a specific reservation to transfer. The reservation or group must meet the transfer criteria. When the selected reservation is part of a group, the whole group will be transferred. A warning displays prior to the transfer.
- Transfer Res From Non-active
- Transfer a reservation back from Non-Active History back to Active. If you select a Group member it will transfer the entire group back to active history.
Archive Process
The following files are archived:| Active Database File | Archive Database File |
|---|---|
| HReserve | BookHist |
| HExpense | HExpHist |
| ItinCurr | ItinHist |
| HReserveComment | BookHistComment |
NoteFile
|
The system uses the C1 910 record to determine how many days worth of reservations to keep. This is configured in the Night Audit or Day End menu --> Configuration --> Transfer to Historical Files tab. The number of days must be greater than zero and less than or equal to 365. Reservations with the following status are archived:
- Status 7 - Checked-Out Reservations with Security Deposit
- Status 8 - Checked-out Reservations
- Status 9 - Cancelled Reservations
The exceptions to these rules are:
| Reason | Description |
|---|---|
| Balance Due | Not archived when reservation has a balance due on the folio. |
| Travel Agent Not Processed | Not archived when field is blank |
| Owner Not Processed | Not archived when field is blank |
| Group Reservations | When one or more reservations in the group has any of the following, then NO reservations are archived:
|
| Cancelled Reservation Transactions Not Processed | Cancelled reservations are not archived when:
|
Switches Affecting Archival
The following are the switches used in the system. Some have UI Security elements that can be overridden to show the actual date such as "Check-outs with a departure and ‘Last Changed By’ date before 01/15/98 will be transferred. OK?".
The checkboxes on the screen cannot be changed but reflect the values of the associated switches. The number of days to keep the reservation is stored in the C1-910 record. This is configured in the Night Audit or Day End menu --> Configuration --> Transfer to Historical Files tab. The number of days to keep the reservations can be increased but not decreased. To change the default value, the value in the C1-910 record must be changed.
| Switch No. | Description |
|---|---|
| Record C1 910 | Keep Reservations for XX Days After Departure Date (Record C1 910) |
| Switch 109-11 | Keep cancelled reservations until the departure date
|
| Switch 426-08 | Transfer reservations to non-active when balance is <$1.00. |
| Switch C1Habit | When "Long Term - Monthly Statements and Phone Folio" is set to Yes, then Transfer to History transfers checked-out sharewith reservations and deleted cancelled reservations without waiting for all of the reservations to "qualify" for transfer. |
Note: Cancelled reservations with processed transactions are NEVER deleted regardless of switch setting. Cancelled reservations with processed transactions are ALWAYS transferred.
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