EscapiaVRS HomeAway Software For Professionals OWNER CONTACT BATCH UPLOAD INSTRUCTIONS Page 1 of 14
EscapiaVRS OWNER Contact Batch Upload Instructions Escapia VRS can import 2 types of contact records OWNER CONTACTS and OWNER CONTACTS. This document will cover the OWNER Contact Batch Upload process, Batch Upload Excel Spreadsheet Template, Excel Template Field Requirements and Import Process. To access the OWNER Contact Batch Upload Module... Click on the CONTACTS tab. Then click on the FIND CONTACTS menu. Then select the FIND OWNERS option. This will take you to the OWNER CONTACT page. At the top right of the page, locate the UPLOAD OWNERS button & Click it. Page 2 of 14
OWNER CONTACT BATCH UPLOAD EXCEL SPREADSHEET TEMPLATE Downloading the Template: The first step of using the OWNER Contact Batch Upload module is to download the OWNER Contact Batch Upload Excel Spreadsheet Template. The spreadsheet columns are named after the VRS CONTACT table fields that you will need to build your OWNER list. From the BULK UPLOAD page... Click on the DOWNLOAD TEMPLATE button. A Windows Pop Up dialog box will request you either OPEN or SAVE the file. Select the SAVE option. Save the file on your machine in an Easy-To-Locate area (for example: My Documents). Once you have saved the file, locate and open the file named OwnerBulkUpload.xls. Page 3 of 14
OWNER CONTACT BATCH UPLOAD EXCEL SPREADSHEET TEMPLATE (continued) The Owner Contact Spreadsheet: EscapiaVRS The Owner Contact Batch Upload Excel Spreadsheet Template (file name: OwnerBulkUpload.xls) has two tabs SHEET1 and HELP. Sheet 1 displays the fields that you are able to use in each of the columns. The Help tab contains helpful tips and steps to help you through the migration process. Click on the SHEET 1 tab. Review the available fields PLEASE NOTE: (1) PLEASE DO NOT CHANGE THE NAME OF THE SHEET 1 TAB. The Bulk Upload Module will error out if the tab name is changed. (2) PLEASE DO NOT CHANGE THE NAME OF THE COLUMN HEADERS. The Bulk Upload Module will error out if the column headers are changed. Page 4 of 14
SPREADSHEET FIELD REQUIREMENTS Owner Contact Batch Upload Excel Spreadsheet Template Field Requirements: The template spreadsheet allows you to copy/paste your data into each of the cells to create an import file. The cells in the template have specific value requirements. Please review the list below to see the requirements for each cell. NAME TYPE LENGTH NOTES Title Titles Dr. Lady Miss Mr. Mrs. Ms. Sir First Name REQUIRED Text 32 Middle Initial Text 1 Last Name REQUIRED Text 32 Suffix Suffixes I II III IV Jr. Sr. Primary e-mail Secondary e-mail Email Address Email Address 64 Must use email formatting (example: name@domain.com) 64 Must use email formatting (example: name@domain.com) Address Line 1 Text 32 Address Line 2 Text 32 City Text 32 State/ Province/ Region Text 32 Page 5 of 14
SPREADSHEET FIELD REQUIREMENTS (continued) NAME TYPE LENGTH NOTES ZIP/ Postal Code Text 16 Country REQUIRED SEE COUNTRY LIST Phone 1 Type REQUIRED Phone Types Business Fax Home Mobile Other Pager Phone 1 REQUIRED Phone Number 32 Please Use this phone format Country Code (Area Code) Local Number Example: 1 (206) 233-4567 If it is USA phone number you can ignore the country code. Phone 2 Type Phone Types Business Fax Home Mobile Other Pager Phone 2 Phone Number 32 Please Use this phone format Country Code (Area Code) Local Number Example: 1 (206) 233-4567 If it is USA phone number you can ignore the country code. Phone 3 Type Phone Types Business Fax Home Mobile Other Pager Phone 3 Phone Number 32 Please Use this phone format Country Code (Area Code) Local Number Example: 1 (206) 233-4567 If it is USA phone number you can ignore the country code. Page 6 of 14
SPREADSHEET FIELD REQUIREMENTS (continued) NAME TYPE LENGTH NOTES Phone 4 Type Phone Types Business Fax Home Mobile Other Pager Phone 4 Phone Number 32 Please Use this phone format Country Code (Area Code) Local Number Example: 1 (206) 233-4567 If it is USA phone number you can ignore the country code. Office Phone Types Business Fax Home Mobile Other Pager Company Text 32 Notes Text 4000 PLEASE NOTE: Long strings of text may be truncated due to limitations and length requirements in both VRS and Excel. Pay checks to the order of (overrides Contact Name) Text 64 Print on 1099 As Text 64 Previous 1099, Box 1 - Rents Previous 1099, Box 3 - Other Dollar 10 Dollar 10 Tax ID 32 Page 7 of 14
SPREADSHEET FIELD REQUIREMENTS (continued) NAME TYPE LENGTH NOTES Working Capital Dollar 10 Correspondence Set Based on the OWNEER STATEMENT CORRESPONDENCE Sets available in your VRS. Hold Statements Yes/No Enable ACH Payments to Owner Checkbox Bank Routing Number Bank Account Number Numeric 9 Numeric 17 Bank Account Type Drop Down List Select Bank Type - CHECKING or SAVINGS Enable From Date Date Field Enable To Date Date Field Page 8 of 14
IMPORT PROCESS Once you have completed the OWNER Contact Batch Upload Excel Spreadsheet Template, you can begin import process. The basic steps are very straight forward, the tricky part will be fixing the errors that may cause the import process to stop. Please note: If the import process is stopped due to an error, none of the records will be imported. This is by design. This ensures that duplicate records are not loaded into the system. Import Process Steps: From the Bulk Upload Page, click on the BROWSE button. A Windows Explorer pop up will appear and request you navigate to the location of your bulk upload template. Locate and Select your OWNER Contact Batch Upload Excel Spreadsheet Template file that you wish to import. Once you select the spreadsheet, click the UPLOAD button. Once you click the UPLOAD button, the Batch Upload module will display progress. The screen will change the display when the import is complete or if an error has occurred. Progress Display: Page 9 of 14
ADDRESSING ERROR MESSAGES If the OWNER Contact Batch Upload Excel Spreadsheet Template you are using is not formatted correctly, you may receive errors during the import process. If an error occurs during the import process, none of the records from the bulk upload spreadsheet will be migrated. This is as designed to help minimize duplicate records. The error message will display the error results below the migration tool. The First & Last Name, along with the Error Cell(s) and the error will appear. When you receive an error message during the import process you must go back into the bulk upload template spreadsheet to correct the error, save the template with the corrections made and then re-upload the file. You may have to repeat this process multiple times depending on the number of errors received. Page 10 of 14
Country Codes A C Afghanistan 93 Cambodia 855 Aland Islands 358 Cameroon 237 Albania 355 Canada 1 Algeria 213 Cape Verde Islands 238 American Samoa 684 Cayman Islands 1 Andorra 376 Central African Republic 236 Angola 244 Chad 235 Anguilla 1 Chile 56 Antigua 1 China (PRC) 86 Argentina 54 Christmas Island 6724 Armenia 374 Cocos Island 6722 Aruba 297 Colombia 57 Ascension Island 247 Comoros 269 Australia 61 Congo-DPR 243 Austria 43 Congo-Republic 242 Azerbaijan 994 Cook Islands 682 Costa Rica 506 B Cote d'ivoire 225 Bahamas 1 Croatia 385 Bahrain 973 Cuba 53 Bangladesh 880 Cuba - Guantanamo Bay 5399 Barbados 1 Cyprus - Republic of 357 Belarus 375 Cyprus - Northern 90392 Belgium 32 Czech Republic 420 Belize 501 Benin 229 Bermuda 1 Bhutan 975 Bolivia 591 Bosnia & Herzogovina 387 Botswana 267 Bouvet Island 47 Brazil 55 British Virgin Islands 1 Brunei 673 Bulgaria 359 Burkina Faso 226 Burma (Myanmar) 95 Burundi 257 Page 11 of 14
Country Codes (continued) D G (continued) Denmark 45 Grenadine Islands 1 Diego Garcia 246 Guadeloupe 590 Djibouti 253 Guam 1 Dominica 1 Guantanamo Bay 5399 Dominican Republic 1 Guatemala 502 E Guinea-Bissau 245 Ecuador 593 Guinea (PRP) 224 Egypt 20 Guyana 592 El Salvador 503 Equatorial Guinea 240 H Eritrea 291 Haiti 509 Estonia 372 Honduras 504 Ethiopia 251 Hong Kong 852 Hungary 36 F Faeroe Islands 298 I Falkland Islands 500 Iceland 354 Fiji Islands 679 India 91 Finland 358 Indonesia 62 France 33 Iran 98 French Antilles 596 Iraq 964 French Guiana 594 Ireland 353 French Polynesia 689 Israel 972 Italy 39 G Ivory Coast (Cote d'ivoire) 225 Gabon 241 Gabonese Republic 241 J Gambia 220 Jamaica 1 Georgia 995 Japan 81 Germany 49 Jordan 962 Ghana 233 Gibraltar 350 K Greece 30 Kazakhstan 7 Greenland 299 Kenya 254 Grenada 1 Kiribati 686 Korea (North) 850 Korea (South) 82 Kuwait 965 Kyrgyzstan 7 Page 12 of 14
Country Codes (continued) L N Laos 856 Namibia 264 Latvia 371 Nauru 674 Lebanon 961 Nepal 977 Lesotho 266 Netherlands 31 Liberia 231 Netherlands Antilles 599 Libya 218 Nevis 809 Liechtenstein 423 New Caledonia 687 Lithuania 370 New Zealand 64 Luxembourg 352 Nicaragua 505 Niger 227 M Nigeria 234 Macau 853 Niue 683 Macedonia 389 Norfolk Island 672 Madagascar 261 Northern Mariana Islands 1 Malawi 265 Norway 47 Malaysia 60 Malaysia (K.L. & Penang only ) 60 O Maldives 960 Oman 968 Mali Republic 223 Malta 356 P Marshall Islands 692 Pakistan 92 Martinique 596 Palau 680 Mauritania 222 Panama 507 Mauritius 230 Papua New Guinea 675 Mayotte Island 269 Paraguay 595 Mexico 52 Peru 51 Micronesia 691 Philippines 63 Midway Islands 808 Pitcairn Islands 872 Moldova 373 Poland 48 Monaco 33 / 377 Portugal 351 Mongolia 976 Montenegro 3818 Q Montserrat 1 Qatar 974 Morocco 212 Mozambique 258 R Myanmar 95 Reunion Island 262 Romania 40 Russia 7 Rwanda 250 Page 13 of 14
Country Codes (continued) S T Saba 5994 Tanzania 255 St. Barthelemy 5902 Thailand 66 St. Helena 290 Togo 228 St. Kitts/Nevis 1 Tonga Islands 676 St. Lucia 1 Trinidad & Tobago 1 St. Marteen 5995 Tunisia 216 St. Martin 5908 Turkey 90 St. Pierre & Miquelon 508 Turkmenistan 993 St. Vincent & Grenadines 1 Turks and Caicos 1 Saipan 1 Tuvalu 688 San Marino 378 Sao Tome 239 U Saudi Arabia 966 Uganda 256 Senegal 221 Ukraine 380 Serbia 381 United Arab Emirates 971 Seychelles Islands 248 United Kingdom 44 Sierra Leone 232 USA 1 Singapore 65 Uruguay 598 Slovakia 421 Uzbekistan 7 Slovenia 386 Solomon Islands 677 V Somalia 252 Vanuatu 678 South Africa 27 Vatican City 39 Spain 34 Venezuela 58 Sri Lanka 94 Vietnam 84 Sudan 249 Suriname 597 W Swaziland 268 Wallis and Futuna Is. 681 Sweden 46 Wake Island 808 Switzerland 41 Western Samoa 685 Syria 963 Y Yemen 967 Yugoslavia 381 Z Zaire 243 Zambia 260 Zimbabwe 263 Copyright 2012-Present HomeAway Software for Professionals. All rights reserved. Page 14 of 14