What do we (the property) need to do to prepare for our migration?

Prior to your migration it is recommended that your data file be prepared and cleaned up of unused items . As always, before making any changes, please make a back-up of your data file.

Rooms: All Rooms must have a Room ID, a Type ID and a description. To verify go to Parameters -> Booking System -> Rooms. If you have any rooms in the system that that are no longer needed it is recommended that you remove them prior to the migration. To do so from the Rooms menu and locate the room to be deleted. Click on Rooms in the upper left corner, then select Delete. Any changes you wish to make to Rooms, including modifying room numbers, moving a room to a different type or deleting a room, should be done prior to providing your data file for migration.

Room Types: All Types must have a Type ID, Default Rate, Both Descriptions, GDS Description, Number of Bedrooms, Permanent Beds and Maximum Guests. To verify go to Parameters -> Booking System -> Types. If you have any types in the system that that are no longer needed, it is recommended that you remove them prior to the migration. To do so, from the types menu locate the type to be deleted and click on Types in the upper left corner, then select Delete. Rooms belonging to the selected type must be reassigned or deleted prior to deleting the type. Any changes you wish to make to Types, including modifying type name or ID or deleting a Type should be done prior to providing your data file for migration. When you are finished making any changes to rooms and types, from the Type menu, click on Types -> Update Room Counts.

Rates: Rates as entered in the desktop are what your default rates will be based on. If you use Seasons, see the Seasons section below. If your rates are "Per Person" please verify all rates have accurate information entered for First X Adults, Extra Adults, Children and Infants. Please be aware that for Weekly rates that is a per day value when booking longer than 6/7 days and should not be entered as the total cost for the week.It's recommended that you remove any unused rates prior to providing your data file for migration.

Seasons: If you use Seasonal rates please make sure you have seasons entered with continual coverage for at least 1 year in advance. These seasons will be converted during the migration process to populate your daily rates. Once you have at least a years worth of seasonal rates entered, click Check on the Seasons Menu and correct any errors found.

Inventory Items: Any inventory items that you use in the desktop system must be properly setup in order to transfer to the MyPMS system. This is done under Parameters -> Inventory -> Item Details. Any inventory item you wish to continue using in the online system must contain a Group ID, Item ID and the Upload to Internet button will be enabled. If you do not wish to sell items via online distribution, leave the "Sell Online" box unchecked.Items with a fixed price should have the sell and cost figures entered. Items with dynamic pricing should have the sell value entered as 0. If taxable or subject to a service charge please make sure the rate is entered properly.

Letters: Please review your letters for content and accuracy. We recommend you remove any unused letters prior to sending your data file to the migration team.

Booking Status: Please make sure that you accurately are using the check-in / check-out processes for Bookings prior to migrating to MyPMS. Because the MyPMS system requires bookings to be checked in, and checked out failure to accurately manage the status of bookings prior to migration may result in bookings unable to check in.

Group Bookings: Group Bookings cannot be exported from the Desktop Software, however bookings that are part of a group will be migrated. This is only an issue with Group Bookings that are costed against the group as the individual bookings will have no rate information when migrated. We recommend either changing the group to cost by individual booking prior to migration, or post migration that you cancel all the individual bookings and recreate the group using the MyPMS Group Booking Wizard.