Transfer Your Reservation Info to Excel, mobile phone, Palm PDA, or other handheld device
It’s easy to download and save all your reservation information from Rental Reply.
- You may want to keep a copy of your reservations on your computer for safe keeping
- You may be away from your computer or Internet for extended periods but want offline access to your reservation list.
- You may want to manipulate rental income values with a spreadsheet
- You may want to import reservation data into an accounting program or database
- You may want your guest’s names to appear on your mobile phone display if they call you.
STEPS:
- Click the RESERVATIONS tab
- Click the Export/Excel link
- A dialog window will appear allowing you to open the file directly in EXCEL or save the file to your computer’s hard drive.
- The export file is a CSV (Comma Separated Variable) format which can be opened in any spreadsheet or database program.
IMPORTING RESERVATIONS TO A SPREADSHEET / EXCEL:
You can open the file directly in Excel if you select “Open with Microsoft Excel” when the dialog box appears in the final step above.
STEPS:
- Save the CSV file to your computer’s hard drive,
- Start Excel, and use the Excel “File > Open ” command to open the CSV file directly.
IMPORTING RESERVATIONS TO A PALM TREO OR PDA:
STEPS:
- Save the CSV file to your computer’s hard drive,
- Start Excel, and use the Excel “File > Open ” command to open the CSV file directly.
IMPORTING RESERVATIONS TO A CELL PHONE:
STEPS:
- Save the CSV file to your computer’s hard drive,
- Start Excel, and use the Excel “File > Open ” command to open the CSV file directly.
DATA ELEMENT DICTIONARY:
| Palm PDA Field Name |
Excel Column |
Field/Column Description |
| Last Name | A | Guest’s Last Name |
| First Name | B | Guest’s First Name. You can include two names here, if needed Example: George & Betty |
| Title | C | Rental Property Address example: 1234 Main St, Kissimmee FL 34746 |
| Company | D | Arrival Date, Departure Date, Nights, Property Addresses example: 2006-05/23tu 2006-05/31we 8nts 4804HC |
| Work Phone | E | Guest’s Work Phone |
| Home Phone | F | Guest’s Home Phone |
| Fax | G | Guest’s Fax Number |
| H | Guest’s e-mail address | |
| Mobile Phone | I | Guest’s Mobile Phone Number |
| Address 1 | J | Guest’s Contact Address |
| City 1 | K | Guest’s Contact City |
| State 1 | L | Guest’s Contact State |
| Zip 1 | M | Guest’s Contact Zip |
| Country 1 | N | Guest’s Contact Country |
| Custom 1 | O | Taxable Amount |
| Custom 2 | P | Exempt Amount |
| Custom 3 | Q | Security Deposit |
| Custom 4 | R | Tax 1 State |
| Note | S | The Note field contains status information in format below, each field name delimited with “~~” two tildes, each field delimited with semicolon. NO CR/LF~~ESTIMATE~~ pending ; 06/27/2006 ; 06/29/2006 ~~CONTRACT~~ 06/26/2006 ; 06/28/2006 ~~CONTRACT-REC’D~~ pending ; 06/26/2006 ; 06/28/2006 ~~STATUS~~ pending ; 06/26/2006 ; 06/28/2006 ~~PAYMENT REC’D~~ pending ; 06/26/2006 ; 06/28/2006 ~~ARRIVAL INFO~~ pending ; 6/26/2006 ; 06/28/2006 ~~REFUND~~ pending ; 06/26/2006 ; 06/28/2006 ~~SURVEY~~ pending ; 06/26/2006 ~~CANCELLATION~~ |
| Private | T | not used |
| Category | U | Contains Short Rental Property Description, 15 characters or less. example: 1234 Main St. |
| Pager | V | Guest’s Pager Number |
| Main | W | not used |
| Address 2 | X | not used |
| City 2 | Y | not used |
| State 2 | Z | not used |
| Zip 2 | AA | not used |
| Country 2 | AB | not used |
| Address 3 | AC | not used |
| City 3 | AD | not used |
| State 3 | AE | not used |
| Zip 3 | AF | not used |
| Country 3 | AG | not used |
| Web Page | AH | not used |
| Birthdate | AI | not used |
| Chat 1 | AJ | Chat 1 contains verbose text describing how rental rate was calculated. example: Adult:2 Child:2 Pet:0 | 7nts x $119.00 + Tax:$108.29 = $941.29 |
| Chat 2 | AK | not used |
| Custom 5 | AL | Tax 2, County: |
| Custom 6 | AM | Tax 3, City: |
| Custom 7 | AN | Total: |
| Custom 8 | AO | Total Paid: |
| Custom 9 | AP | Refund Due: |
