CONTENT

Create CSV for Asset Import

Overview

Assets are tangible items, equipment, or systems that have a physical presence, such as compressors, boilers, refrigeration units, transformers, trucks, cranes, etc. that are maintained and serviced by you but owned by your customers. This document explains the rules for asset import fields and the steps to import assets using an Assets CSV Template. Importing asset data, customer, location, and contact in bulk will reduce costs by spending less time entering data.

A comma separated values file (CSV) is a common, relatively simple file format that is widely supported by consumer and business applications. Among its most common uses is moving list data between programs. For example, you may need to transfer asset data from another program that stores data in a proprietary format. The program most likely can export its data as CSV or an excel report that can be saved as a CSV; the exported CSV file can then be copied and pasted for import into your account using the import Asset CSV Template.

It is recommended to enter Customers imports first, Assets imports second and the Job History/Quotes/Jobs imports third. If these imports are attempted in any other order, there will be errors during the importing process. Tasks, Items and Suppliers can be imported in any sequence without issues. Contacts, Locations and Users can only be used to update a record. You cannot create a new record with these imports.

This action requires ‘View Import Export’ enabled in either ‘Role or User Roles & Rights’ security settings.

Consider the following tips and techniques when you create new assets using a CSV import.

  • A comma separated values file (CSV) is a common, relatively simple file format that is widely supported by consumer and business applications. Among its most common uses is moving list data between programs. For example, you may need to transfer asset data from another program that stores data in a proprietary format. The program most likely can export its data as CSV or an excel report that can be saved as a CSV; the exported CSV file can then be copied and pasted for import into your account using the import Asset CSV Template.
  • Quickly find your system-generated customer ID by exporting the customer file. Open the exported file to view the customer ID column.
  • Each row contains fields for a single asset.
  • For multiple assets with the same name, create multiple rows with a unique serial number for each.
  • Examine the size of the file you plan to import. The recommended file size for import is from 5 to 8 K. This will equate to 5,000 to 8,000 rows of information within the csv.
  • Import at a time that is outside your normal working hours to minimize impact to the users and to avoid disruption to your business.

Importing asset data, locations and contacts in bulk will reduce costs by spending less time entering data, eliminate data entry errors, speed the process for large amounts of data and control how and what data is imported. Asset import can be used to either create new assets or update existing ones.

Select this link for additional detail on How to Create a CSV for Asset Import