Content of the reservation import file

To efficiently import reservations into BEX PMS, all kinds of data can be present in the import file. Some types of data are mandatory to be able to perform the import, such as the arrival and departure dates. Other types of data are optional, but can be very useful; such as booker details.

The reservation import file cannot contain group bookings.
Each reservation in the file is imported as a single booking. Bookings cannot be merged into a group booking after import either. Consult with your Onboarding Specialist about your best options to enter group bookings in another manner.

The order in which the columns appear in your import file is not important, and neither are the exact column headers. You can edit an export file from your previous booking system to match the requirements of a BEX PMS import.
Read more about the reservation import process: Importing existing reservations into PMS

In the table below, the mandatory data content of a reservations import file is listed first. The optional data for import are listed at the bottom of the table.

Note that you cannot import the same reservation twice. Therefore, make sure to add all relevant information that you do not want to enter manually later.

Column	Mandatory?	Note
Arrival date	Yes	Date notations will be converted.
Departure date	Yes	Date notations will be converted.
Object	Yes	If the numbers/names in the import do not exactly match the numbers/names of your objects as created in BEX PMS, these can be mapped when configuring the import strategy.
Channel	Yes	If the channel names in the import do not exactly match the channels as created in BEX PMS, these can be mapped when configuring the import strategy.
Number of adults	Yes	A reservation must at least have 1 adult guest. Specification of other guest types is optional.
Language	Yes	The communication language of the guests.
Country code	Yes	The country of origin of the guests, this may also be written in full.
Booking currency	Yes	The currency used by the guest to pay. This currency must be available in the administration.
Total amount in booking currency	Yes	The total amount of the guest invoice including VAT, in the booking currency.
Total amount in administration currency excl. VAT	Yes	The total amount of the guest invoice excluding VAT, and in the currency that the administration uses internally.
Rental turnover in administration currency excl. VAT	Yes	The total rental amount excluding VAT, and in the currency that the administration uses internally.
Reservation number	No	Reservation numbers must be unique. If no reservation number is specified, BEX PMS will create one.
Created on	No	Date the reservation was created; applied in statistics. May also include a time in 24h notation.
Confirmed on	No	Date the reservation was confirmed; applied in statistics. May also include a time in 24h notation.
Checked in	No	Check-in date, may also include a time in 24h notation.
Checked out	No	Check-out date, may also include a time in 24h notation.
Preference reservation	No	Binary value 0/1. If set to 1, the reservation will not be easily moved to another object later.
Late check-out	No	Binary value 0/1. If set to 1, the departure date will be blocked for new arrivals.
External booking number	No	Used in communication with a relevant channel regarding the reservation.
Reference code	No	May be used for bookings by corporate guests
Traffic source	No	If the traffic sources (how did you find us?) in the import do not exactly match the traffic sources as created in BEX PMS, these can be mapped when configuring the import strategy.
Remarks	No	Any internal notes regarding the reservation.
Number of seniors	No
Number of teenagers	No
Number of children	No
Number of infants	No
Number of pets	No	If the numerical value here is not zero, it is important that the booked object allows pets.
Salutation	No
Initials	No
First name	No
Last name	No	When configuring the import strategy, it is possible to fill this field with a merge of two file columns like 'Insertion' and 'Surname'.
Company name	No
Date of birth	No	Date notations will be converted.
Email address	No	The email address of the main booker, no more than one per reservation.
Receive newsletter?	No	Binary value 0/1. If set to 1, the booker will also receive emails that are not directly related to the reservation.
Telephone	No	Enter a maximum of 1 phone number per reservation if known.
Address	No	When configuring the import strategy, it is possible to fill this field with a merge of two file columns like 'Street' and 'House number'.
Postal code	No
City	No
IBAN	No
BIC	No
Rental turnover in booking currency	No	The rental amount including VAT.
Total paid in booking currency	No	This amount will be registered as already paid on the imported reservation’s invoice.
License plates	No

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