Importing reservations

There are two options for this:

1. Reservations in the past, which:
   1. Have been checked in and out;
   2. Should not count towards revenue;
   3. Should be taken into account in the reservation history of the customer.
2. Reservations in the future, which:
   1. Haven not been checked in or out yet;
   2. Should count towards revenue;
   3. Should block accommodation;
   4. Invoices should or should not be created for;

Open an example spreadsheet, a file has been created to be able to perform this import step by step. Below you will find the components which will need to be filled out (mandatory marked with *), these can be downloaded and filled out, for example as a CSV file.

• Reservation number
• Date of arrival*
• Date of departure*
• Date of creation —> If not provided, the date is entered as default for reservations in the past, for reservations in the future this will be the import date
• Confirmed on
• Checked in —> If not provided, the date of arrival is entered by default for reservations in the past
• Checked out —> If not provided, the date of departure is entered by default for reservations in the past
• Accommodation* —> Enter the accommodation number as entered in Booking Experts. Note the full denomination, for instance also including FRAB01. (see image below)

• Traffic source
• Tour operator
• Tour operator reservation number —> in case of Booking.com obliged*
• Tour operator reservation room id —> in case of Booking.com not always known
• Comment
• Language —> in lower case: nl, de, fr, en etc
• Rent revenue* —> excluding VAT, in organization's currency
• Total revenue* —> excluding VAT, in organization's currency
• Total amount* —> including VAT, in organization's currency
• Currency* —> this is the currency the reservation was made in —> EUR, USD, CZK etc —> http://www.xe.com/iso4217.php
• Total amount currency* —> Total amount in currency, including VAT, in which the reservation was made, as indicated at previous point
• Number of adults
• Number of teens
• Number of children
• Number of babies

• Email
• Telephone
• Company name
• Title —> Mr or Ms
• Initials
• First name
• Surname
• Address
• Postal code
• City
• Country —> country code in upper case —> NL, GB, CZ etc —> http://www.nationsonline.org/oneworld/country_code_list.htm

Following the import, the system will indicate how many rows have been imported, this should match the number of reservations.

It is possible to update previously imported reservations through a new import. In this case, the reservation number needs to match, and the imported reservation cannot be transferred already.

Example:

You have imported reservations without the right guest information. By adding the guest information to the export and importing this again, the right guest will be linked to the reservation.

1. Navigate to tab  Reservations;
2. Click  Import in the bottom right corner

After a successful import of the reservations, the system will show these reservations under the Reservations tab.

These reservations must be checked manually and, where necessary, be converted to a reservation with an invoice.

1. Go to reservations and choose the confirmed tab;
2. Select "present: future" in the filters;
3. The reservation still needs to be transferred if the confirmation email has not been sent;
4. Follow the list by checking the following points;

• Click Transfer to normal reservation with invoice in the reservation;
• Check the guest's information;
• Click Save reservation;
• Click Edit and choose the Number of guests;
• Check the group;
• Choose Replace current invoice (this will be checked automatically);
• Click Sample calculation;
• The system will now calculate an invoice based on the information that was entered into Booking Experts;
• Click Apply;
• Check the invoice and the amounts to the reservation in your previous booking system;
• Make changes, if necessary, or add chosen extras;

Please note! To edit amounts you will need Invoicing rights as an employee;

• It is important that all costs/packages match those from the previous system;
• Click Send invoice;
• Enter the right down payment regulation, as was agreed before the reservation;
• Select Send manually;
• Click Send invoice;
• Click To invoice to view the invoice;
• Book a possible payment on;
• Use the right payment method for this;

Please note! We often advise to create a payment method "paid through previous system". You may then use this method to register all previously processed payments in Booking Experts.

• Make sure the date of the payment matches the date in the previous system;
• Click Send invoice;
• Select an email address this time, so the guest will receive a payment link for the remaining payment(s);
• The reservation has been processed, continue with the next reservation and follow the steps.