Backdating bookings
This topic applies to version R42 and higher. If your org is on version R41 or lower, see Backlog and go-live process.
The backdating process is only for new properties. Do not enable this process for properties that migrated from another system, or for an extract/append from another Amadeus Sales & Catering database.
In your new system, one of your first tasks is to enter all future business. To ensure accurate pace and productivity reports, you need to record some important dates. This includes the booked date, which is when the booking originated. It also includes the last status date, which is when the booking changed to the current status. If these dates are not backdated, your performance report results are skewed and can show business as booked on the backlog entry date.
When your org is not in backdating mode, these date fields default to today and cannot be changed. A corporate administrator can temporarily unlock these fields by putting the property in backdating mode.
Do not stay in backdating mode longer than necessary. When you are in backdating mode, incremental changes to bookings are not captured, which impacts performance reports.
Enable backdating mode
- Click the Properties tab, select the appropriate view, and then click the property name.
- Select the Enable Backdating Bookings checkbox on the Property page.
- Click Save.
By default, access to the Enable Backdating Bookings checkbox is only available to corporate administrators. However, a corporate administrator can grant access to a property administrator by adding the Backdate Bookings Admin permission set to the user in Setup. Amadeus recommends removing the permission set when backdating is complete.
When backdating mode is enabled, the Booked Date and Last Status Date fields are temporarily added to the Change Booking Status window. You can also edit these fields, and the date fields for each status, on the Booking page. When in backdating mode, changes to the Status and the Last Status Date fields are copied into the corresponding status date field.
Organize booking entry
A recommended process for backlog entry is to enter bookings chronologically, starting with the furthest out in the future and working backwards toward today's date. When a future month is complete, and matches your old system, you can alert the team. Inquiries received for that month and forward can now be entered in the new system.
For example, all bookings for December 2030 and later have been entered. You have compared the GRC and Function Diary with the old system and confirmed they are a match. You communicate to the team that December 2030 is live. Now, everyone can focus on entering bookings for November 2030. If an inquiry comes in for December 2030 or later, you can check availability in Delphi and enter the booking in Delphi only. If an inquiry comes in for a date earlier than that, you must use your old system to check availability and enter the booking in both systems. Complete this process as soon as possible to minimize the time you need to spend in two systems.
Disable backdating mode
- Click the Properties tab, select the appropriate view, and then click the property name.
- Clear the Enable Backdating Bookings checkbox on the Property page.
- Click Save.
Go-live process
After the bookings that require backdating are entered and verified with your old system, have your administrator clear the Enable Backdating Bookings checkbox. Now, the property is live and all further booking changes are recorded for the pace and productivity reports.
When this process is complete, do not enable backdating again for this property as it can damage your data.