Change roomtype

This chapter explains how to change room types in IDPMS.

Before changing the room types, keep in mind:

• When changing room types, not only the room type in the settings needs to be changed, but also every existing reservation.

• Reservations in the past will not change. The changes will start from today. 

• If the room type doesn’t exist anymore after the change (room type will have 0 inventory) the availability in the past on the availability screen (F12) will be incorrect.

• The correct availability in the past still can be checked using report FD_availability, File > Reports > Front desk > Availability.

• The statistics and forecast reports will also change.
  On top of the report, an empty room type will be displayed. This line on the report represents all removed room types. For example:
  
  

Preparation:

• Before the room types can be changed, check the existing reservations for the rooms that will be changed. For example room 100 and 101 will change from room type STAND to SUITE. 
   
• • Check all future reservations for the room numbers that will be changed. All pre assigned room numbers need to be removed from these reservations. 
    Go to Reservations > Reservations 
    Search for the room number with the old room type:
    
    Remove the room number for each reservation that is displayed.  
    Note: If the room type will be removed from hotel inventory (inventory 0) both the room number and the room type needs to be changed in these future reservations.
    
  • Guests in house on these rooms will need to be moved to a paymaster temporarily. 
    Front desk > Guest in house 
    Move the guest from room 100 to a paymaster. 
    
  • Make sure the rooms are not out or order or out of inventory.  
    Housekeeping > Out of order 
    Check if the room numbers are out of order and remove record if so.
    
    
    
  • Same for Out of Inventory
    Housekeeping > Out of inventory
    
  • When the room type change is completed, don’t forget to change the status of the applicable rooms back to OOO or OOI again.
    
  • Repeat these steps for each room number. 
    
  • Contact RezExchange to explain the planned changes. Depending on the changes, a RezExchange projects agent needs to be planned. If for example an extra standard room is added, Projects only needs to double check inventory. If a new room type is added, mappings need to be adjusted.  

Changing room types in IDPMS:

When the preparation has been completed, the room types can be changed in IDPMS. 

• Go to Settings > Rooms > Rooms and change the room type.   
  
  
  Repeat for every room number/ room type combination that needs to be changed.

• Rebuild inventory and room rack:
  Rebuild inventory; Extra > Tools > Rebuild inventory
  IDPMS will rebuild inventory. This will take just a few seconds. 
  
  Rebuild room rack; Extra > Tools > Rebuild room rack. Note: all users should be logged off! 
  Rebuild room rack can take up to 30 minutes.
  IDPMS will display the question: rebuild rooms sold? Choose No.  
  Make sure the rebuild is finished. A pop up message will be displayed.  
  When finished, users can log back in to IDPMS.

• Rebuild rooms sold 
  Extra > Tools > Rebuild rooms sold
  This can take really long (up to several hours). Depending on:
  If the hotel uses ‘rooms to sell’ in the rate grid and rate type  
  Till which future date the rate grid is loaded   
  

Check

• When a new room type is created and the inventory has been changed,don't forget to load rates in the rate grid for these new room types.
  
• When the room type change is completed, don’t forget to change the status of the applicable rooms back to OOO or OOI again if needed.  
  
• RezExchange needs to be contacted to check the mapping and adjust the mapping if needed. 
  If for example an extra standard room is added, Projects only needs to double check inventory. If a new room type is added, mappings need to be adjusted.  
  
• Check future availability for overbookings on room type level caused by these inventory changes. 
  For example: the hotel used to have 10 standard rooms and 20 deluxe. After room type change this changed to 5 standard and 25 deluxe. 
  On a future date 8 standard rooms are booked, the room type changed caused 3 standard rooms overbooked (on room type level). These reservations need to be changed to the new room type.    
  
• If a Room type is deleted, check if it is used in Default Values (Settings > Advanced > Default values) and update if needed.