User Guide

System Setup - Importing Data

Prerequisites for System Setup - Importing Data

Data Import enables the import of data to a fully configured OPERA Cloud property.

Data transformation is not available using this method; as such the data in the import data files must match the current OPERA Cloud property configuration.

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The following data types (objects) can be imported:

Table 24-2 Data Types

Data Type	Notes	Template Filename
Profiles and Relationships
Guest /Contact Profiles	Contacts available when the Contacts OPERA Control is active. Profile match and merge is not supported.	Guest_Contact_Profiles.csv
Sales Accounts (Travel Agent, Company, Source) Profiles	Profile match and merge is not supported.	Accounts.csv
Relationships	Available when the Relationships OPERA Control is active. Account/Contact relationship only.	Relationships.csv
Membership Transaction	Available with OPERA Cloud Service, Loyalty For existing Profile Membership details.	Membership_Transactions.csv
Reservations	Current and future reservations can be imported. Room type availability (including sell limits) are checked; reservations exceeding the room type availability will not be imported. Block pickup is not possible; rooms are deducted from House. Use Rooming List import instead	Reservations.csv
Ledgers Note: Profile and Reservation import must be completed independently of ledger import and requires reference to the OPERA Cloud Confirmation Number. The Unique Confirmation Number for Linked Reservations OPERA Control must be inactive.
Deposit Ledger	Deposit Ledger Balance Forward Transaction Code OPERA Control defines the (other) payment transaction code used for import of deposit ledger.	Deposit_Balance.csv
Guest Ledger	Guest Ledger Balance Forward Transaction Code OPERA Control defines the sales (non-revenue) transaction code for import of guest ledger. Note: Transaction code must not be linked to a sub-group / group with tax generates configured. Transaction code must not be enabled for manual posting.	Guest_Balance.csv
AR Ledger	Old Balance Transaction Code OPERA Control defines the sales (non-revenue) transaction code for import of AR Ledger. Note: Transaction code must not be linked to a sub-group / group with tax generates configured. Transaction code must not be enabled for manual posting.	AR_Balance.csv
Blocks and Room/Rate Grid	Available when the Business Block OPERA Control is active. Past, current and future blocks can be imported. Only the primary Block, Account, and Contact will be imported. Three block notes can be imported. Sell Limits cannot be imported. Master/Sub Blocks, Packages, and Attachments will not be imported. Production Data and Change Log Data will not be imported. Non-primary Blocks/Account/Contacts will not be imported.	Blocks.csv Room_And_Rate_Grid.csv
Catering Events	Available when the Simple Events or Catering Events OPERA Control is active. Past, current and future events can be imported. Event Forecast information will be imported for each Event. Only four Forecast Revenue Types and their corresponding Forecast Revenue will be imported. If any notes are populated in the CSV file, the Note Type defaults to "Event" and the Note Title is derived from the Note Type. Only three event notes will be imported. The Rental Code corresponding to the Rental Amount will always be "Custom". Take this into account during the import process. No resources are imported. Packaged events are not imported. Non Forecast Revenue is not imported. Production Data, Change Log data is not imported.	Events.csv
Sales Activities	Available when the Activities OPERA Control is active. Only the primary Account and Contact will be imported.	Activities.csv
Stay Records	Available when the Stay Records OPERA Control is active.	Stay_Records.csv Stay_Records_Daily_Rates.csv Stay_Records_Memberships.csv Stay_Records_Profiles.csv Stay_Records_Revenue_Details.csv
Rooms Management
Out of Service	Available when the Out of Service OPERA Control is active.	Out_Of_Service.csv
Room Conditions	Available when the Room Conditions OPERA Control is active.	Room_Conditions.csv
Room Maintenance	Available when the Maintenance OPERA Control is active.	Room_Maintenance.csv
Room Discrepancies	Available when the Discrepant Rooms OPERA Control is active.	Room_Discrepancies.csv
Guest Service Status	Available when the Guest Service Status OPERA Control is active.	Guest_Service_Status.csv
Customized Task Schedules	Available when the Housekeeping Task Scheduling OPERA Control is active.	Customized_Task_Schedules.csv
Room Status	IP (when the Inspected Status OPERA Control is active) PU (when the Pickup Status OPERA Control is active)	Room_Status.csv
Track It	Track It is available when the Track It OPERA Control is active. Only Track It records in Open status can be imported. Linking Reservations to Track It records is not supported. Reservations details can be added in the Description.	TrackIt.csv
Out of Order	Available when the Out of Order OPERA Control is active.	Out_Of_Order.csv

Note:

Each data file can have a maximum file size of 10MB. You can upload and import multiple files per data type.

Only one import cycle per property is permitted at any given time.

This image shows the template used for importing data.

The data import utility is intended for all entities to be uploaded, validated and imported in one cycle to ensure data consistency.

You can import data type: Individual/Contact profiles only.
You can import data type: Accounts only.
You can import data types: Individual/Contact profiles and Accounts together.
You can import data types: Individual/Contact profiles, Accounts and Relationships together. The unique Id's for Accounts and Individual/Contact profiles referenced in the Relationships data type files must exist in the respective Accounts and Individual/Contact profiles data type files.
You can import data types: Individual/Contact profiles and Reservations together. The unique Id's for Individual/Contact profiles in the Reservations data type files must exist in the respective Individual/Contact profiles data type files.
You can import data types: Individual/Contact profiles, Accounts, Relationships and Reservations together.
- The unique Id's for Individual/Contact and Account profiles referenced in the Reservations data type files must exist in the respective Accounts and Individual/Contact profiles data type files.
- The unique Id's for Accounts and Individual/Contact profiles referenced in the Relationships data type files must exist in the respective Accounts and Individual/Contact profiles data type files.

You have 14 days from the first successful file upload to complete the data import cycle. If the data import cycle has not been completed in 14 days, you will need to restart the data import process again.

Data import user activity is tracked in the changes log under the Miscellaneous group and Import Data action type.

Data File Requirements and Considerations

The upload data files must meet the following requirements:

All the mandatory columns must be present in the template along with values.
Column data must meet (not exceed) the OPERA Cloud field length requirements.
Column data only contains western characters.
String values are imported 'as-is' in term of letter case.
Unique Id's (primary key) in each data type must not be used in another file for same data type in the same import cycle. For example, if you are uploading two files Account01.csv and Accounts02.csv for Accounts data type, a ACC_Unique_ID_Account value specified in file Account01.csv cannot be used in Account02csv or any other files for the same data type within the same import cycle.
The order/sequence of the columns can be different.
All column names must match with respective template provided.
The columns names are case-insensitive.
Date column values must be in YYYYMMDD format.
There must not be any new line characters in the CSV files.
The uploaded file for a data type must not contain any additional header columns which are not part of template.
Non-mandatory columns can be excluded from upload file.
Any reservation exceeding the inventory checks in place in OPERA Cloud will not be imported, these records will be generated in the error file after the import process is completed. Ensure that the files uploaded for data type "Reservations", the cumulative number of rooms for a room type in all the files do not exceed the inventory checks in place

Data Type / Entity Relationships

This image displays the Data Type/ Entity Relationship diagram.

To establish the relationship between records in each data type, the Unique ID primary key (PK) values are referenced as the foreign key (FK) IDs in other entities.

Parent topic: System Setup