This option is only run once a year. Do not run this option more than once a year. RMS best practices recommends only at the start of a new calendar year. The purpose of this option is to remove the oldest year’s reservation date availability tracking information and create a new year for tracking. Each unit has a date record that contains three years worth of booking information. The availability of each day is tracked in this record. This option will delete the first year’s information, move the second year to the first year, the third year to the second year and create a new fully available third year. If this option is only run once at the start of each New Year, you will always have three years of reservation information available.
Most users will track the previous year, current year and next year. For example, lets say you currently had 2009, 2010 and 2011 available for booking. When you run this option in January of 2011, 2010 would be moved to slot one where 2009 was, 2011 would be moved to slot two and a new fully available 2012 would be created and moved to slot three. You would then have 2010, 2011 and 2012. The year 2009 would be gone and could only be recovered by restoring a backup copy. The key to this option, once again, is to only run it once a year at the start of a new calendar year.