If you are migrating from Caterbook 4 (iBex) please read the following information carefully.
You can export your booking data from Caterbook 4/iBex to migrate to any new PMS. What we can import into Caterbook 5 is limited by the booking data that Caterbook 4/iBex exports, but this would be true of any other PMS too.
The export file from Caterbook 4/iBex contains, amongst other things, the following important data about each booking: Guest: name & contact data. Booking: reference number, arrival date, duration, #people, room & room type (note that only Confirmed, non-cancelled bookings are able to be imported). Finance: room value, extras value, total value, payments value, balance owing.
It does not export Guest: mobile phone, Booking: rateplan, extras name & extras details or Finance: the Payment Card details, or value of any payment made against a booking on an invoice.
Note that the payment type is not exported. This is because there is only one field for a payment total value. This means if someone paid a deposit by cheque £100, then a second payment by card for £100 and a final balance in cash of £100 all that is exported is a single total figure of "£300".
Caterbook 5 imports this single value as a transaction type of "Cash" for every booking (as no type is provided, we had to pick one), date/timestamped at the point the booking was imported. The result is that payments will not reconcile on the day of the import, but are accurate from that point onwards. For your reference, we'd advise going to the new Payments received report, and export that information.
Similarly a single field for "Extras Total Value" is exported, but not the name of the extra or any specific information about it's individual amount, date booked etc. We import this value under a single Miscellaneous extra. (You might want to view the booked extras report for any forward bookings - go to Reports / Booked Extras and make a screenshot for reference.)
Please note also, that any "corporate" bookings are not exported with their company name in the booking export file, so we can't re-assign bookings from "ABC Engineering" as part of the process.
Whilst importing your bookings into Caterbook 5 will save you hours of time from manually inputting them, when we confirm this process is complete you should check the integrity of the import and correct any discrepancies. We cannot be held liable for the accuracy of the imported data due to the many differences between the two systems, although in most cases the import process works excellently.
- Click Filter.
- Arrivals and Departues. Tick "Arrived". Set a date range from a point in the past to 2 year's time.
- Click Search.
- Click Export.
On the next screen make sure you "Include units and room types". Then click Export.
- From Finance / Invoices
- Enter a date range
- Click Export
- and Export again from the pop up
- From Customers, Companies & Agents
- Search Customers
- Click Export
Save the file in My Documents
Please note there is no way to bulk export payment card details from any system to a single file that Caterbook could then import. Such a file would breach PCI regulations.