Removing Duplicate Client Records from RMS

**When making reservations in RMS it is imperative to hit the enter key after entering the surname or membership number of a client in order to enable the program to search for any existing records of that client. If this is not done it results in duplicate records being created in the program for that client.

Unfortunately client records cannot simply be deleted if they have any reservation information attached to them either in the past, present, or future.

In order to clean up RMS please follow this procedure:

Search for a client by surname, using the drop down arrow next to the client/guest button on the top toolbar.

This will display all records for that particular client.

Select the client record you wish to delete by highlighting with the mouse and click once on the Edit key to edit the client record.

In the surname field place an * after the surname to identify which client record you wish to delete.

Save the change and Exit out of this screen then back to the main menu.

Click on the search button 2^nd from the left on your top tool bar, to search for a Reservation.

Select surname to ‘search by’ and ensure that there are ticks in all reservations including cancelled and departed in the status section.

Enter the client name without the * in the white text box under “Total Matched” and click on Find.

This will display all reservations made for this client. As you will see some of the surnames will have the * in them and therefore will need to be altered.

In order to alter the incorrect reservations simply highlight that line then click on the Edit button.

This will take you into the reservation screen for this booking. Go to the Client/Guest Tab at the top of the screen and select the ‘Add’ button at the bottom of the screen.  Type part of the surname into the field and press enter on your keyboard.  From the list displayed select the correct client details, highlight the room on the right of the screen by clicking on it once then choose ‘Allocate & Exit’. 

Now highlight the old surname with the * in this list and Click once on ‘Remove’, then select Yes.  The reservation will now record the details of the client record you wish to keep.

You can now Save & Exit the reservation. 

Continue this process until the correct client has been attached to all reservations.

Once complete select the drop down arrow next to the client button and choose ‘Search Client’ on the Upper Tool Bar.

Search for this client by surname as in the initial step of this procedure.

When the records come up simply highlight the incorrect client by clicking on it and hit the Delete button, then Yes.

Continue this process until there is only the correct client record left.