Importing reservation orders

After reservations have been imported, it is possible to import orders for those reservations. These are the invoice items on the guest invoice for the imported reservations.

Importing reservation orders is optional while importing reservations. If you are not importing reservations, you cannot import reservation orders.
Read more: Importing existing reservations into PMS

This requires a CSV file in UTF-8 format with the following columns:

Reservation number	The reservation number as listed in BEX PMS. For imported reservations, this will be the same number as in the old system.
Rent	Name of the amount of rent charged.
Costs	Name of all other cost items included in the reservation, each on its own line.
Discounts	Name of any discounts applied to the reservation, each on its own line.
Type	Specify whether the line contains rent, costs or discounts. This prevents prices from being applied in the wrong category.
Price per item	The price of a single invoice item. The quantity determines how many will be in the order.
Quantity	Determines how often the price per item is applied. For rent, this will be once (1). For a cost item, this may be more.

Importing the file

When following up your reservations import with this reservation order import, you need a CSV file in UTF-8 format as mentioned above.

Give the order import a name. If this is the first order import within your PMS administration, select 'No' when asked if you want to adopt an import strategy from a previous import.
If you have performed a reservation order import before, it is recommended to adopt the import strategy from that previous import. This can save you quite some time with regard to linking cost items.

Doublecheck the language and encoding format of the CSV file. Then upload the CSV file.

When a reservations import is split in multiple parts, split this order import in the same batches according to reservation number. This allows you to copy the import strategy as well.

Configuring the import strategy

The import strategy connects the columns in your CSV file to the correct target fields in BEX PMS. Use the pencil icon to edit and link the correct costs, similar to configuring the import strategy for reservations. When finished, click 'Import'.

Price per item & Quantity: Quantity has to be varied if you use price per unit. If price per unit is not available, only price per line, quantity always has to be 1.

If certain lines failed to import successfully, a downloadable file will be created and presented to you in a notification. In this file, the error message per line is shown in the last column. Check it to fix any issues.

Completing import & checking orders

When all orders have been imported, there may still be some price differences. BEX PMS will compare the order total with the total price specified when importing the reservations. Any price differences can be checked and/or corrected one by one.

For the next steps, read more here: Importing existing reservations into PMS