WaspAsset Blank Import Templates Explained

The purpose of this article is to help explain what is needed (required) on the various import sheets.

When performing the initial import, Sheets 1, 2, 13 & 14 are REQUIRED as a minimum.

NOTE -  Yellow highlighted columns are required to be completed when importing.

This is for demo purposes only – the actual template .csv files are NOT color coded.

Importing is a multistep process; some later steps rely on certain prerequisite data imported/entered in earlier steps.

It isn't strictly necessary to perform an import at each step; alternately you can manually enter data for one or more steps (such as when there are only a few entries to be made).

Each import step must be done with its own CSV file; the process will not work using a single master CSV file.

Numeric fields cannot import commas as thousands separators, or currency symbols, including (but not limited to) these examples:  $, ¢ , ¥, £, §, or ¤

Commas are permissible in text fields only when residing within a pair of double quotes, which will cause them to be treated as normal text, not as field delimiters.

Import Sheet #1 - Site - [REQUIRED]

This is where you create the all-encompassing site or sites

Site: Required column, must be unique

Import Sheet #2 - Location - [REQUIRED]

Location: Required column. Each Site–Location pair must be unique. - Example:  you can have a location called room 101 in site A, you can also have a location called room 101 in site B ,

But you cannot have 2 room 101s in the same site

Site: Required column. All values must match an existing value from the Site column of sheet 1 Site.

Parent Location: must match a different Location within the same Site

Import Sheet #3 - Department - [OPTIONAL]

Department Code : required column, must be unique

Department Name. The  Department code does not have to be a number. If you don’t have department numbers, you can have the Department name in both the code and name fields.

Import Sheet #4 - Category- [OPTIONAL]

User Defined Categories, must be unique.

Category Name: required column, must be unique

Import Sheet #5 - Condition - [OPTIONAL]

Condition: required column, must be unique

These values are default in the database and should be omitted from the import: Excellent, Good, Bad, Fine

Import Sheet #6 - Customer - [OPTIONAL]

Customer Number: required column, must be unique, can be alpha-numeric

Department: any value in this column must match existing Department Code from sheet #3 Department

Contact e-mail: any value must match the pattern of a valid email address (xxx@xxxx.xxx)

 

Import Sheet #7 - Vendor-[OPTIONAL]

Where you get your Assets from.

Vendor Number: required column, must be unique, can be alpha-numeric

Vendor Name: required column, can contain duplicates. If you don’t have vendor numbers, you have Vendor Name in both the number and name fields.

Contact Email: any value must match the pattern of a valid email address (xxx@xxxx.xxx)

Import Sheet #8 - Employee - [OPTIONAL]

The people who work for you

Employee Number : required column, must be unique

Last Name: required column, can contain duplicates

First Name Required: column, can contain duplicates

Manager : any values in this column must match the Employee Number for a different employee

Department: any value in this column must match existing Department Code from Sheet #3 Department

Site: any values in this column must match existing values from Site column of sheet 1 Site

Location: any values in this column must match existing values from Location column of sheet 2 Location

Email: any value must match the pattern of a valid email address (xxx@xxxx.xxx)

Import Sheet #9 - Manufacturer - [OPTIONAL]

Self explanatory  - The manufacturer - who makes the stuff you buy.

Manufacturer Name: required column, must be unique

Business Email: any value must match the pattern of a valid email address (xxx@xxxx.xxx)

Contact Email: any value must match the pattern of a valid email address (xxx@xxxx.xxx)

Import Sheet #10 - Depreciation Class - [OPTIONAL]

Setting up Depreciation methods used

Depreciation Class Name: required column, must be unique

Depreciation Method: required column, accepted values are: Straight-Line, Double Declining Balance, 150% Declining Balance, Declining Balance Custom, Sum-of-the-years’-digits

Custom Percentage: required and must be populated, but is ignored for all Depreciation Methods other than Declining Balance Custom.

Asset Life Year/Asset Life Months - must have number value in one of these columns but not both

Fully Depreciate: true/false

Import Sheet #11- Contract-[OPTIONAL]

Contact Number - required column, must be unique

Cost Numeric - do not include monetary symbol ($, £, etc)

Import Sheet #12 - Funding- [OPTIONAL]

Defining the special Funding used for purchases

Funding Name: required column, must be unique

Amount Numeric: do not include monetary symbol ($, £, etc)

Start Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

End Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Import Sheet #13 - Asset Type - [REQUIRED]

Asset Type: required column, must be unique

Depreciation Class Name: any value in this column must match existing Depreciation Class Name from sheet #10 - DepreciationClass

Manufacturer: any value in this column must match existing Manufacturer Name from sheet# 9 Manufacturer

Category Name: any value in this column must match existing Category Name from sheet #4 Category

Auto Fill: true/false

Is Group: true/false

Transact as Whole: true/false, may only be true if Is Group is true

Audit as Whole: true/false, may only be true if Is Group is true

Import Sheet #14 - Asset - [REQUIRED]

A list of your Stuff

Asset Tag: required column, must be unique

Asset Type: required column, all values must match existing Asset Type from sheet #13 Asset Type

Department: any value in this column must match existing Department Code from sheet #3 Department

Site required column, all values in this column must match existing values from Site column of sheet #1 Site

Location: required column, all values in this column must match existing values from Location column of sheet #2 Location

Vendor Number: any value in this column must match existing Vendor Number from sheet #7 Vendor

Condition: any value in this column must match existing Condition from sheet #5 Condition

or one of the 4 default values (Excellent, Good, Bad, Fine)

Manufacturer any value in this column must match existing Manufacturer Name from sheet # 9 Manufacturer

Depreciate Asset : true/false, may only be true if selected Asset Type has a Depreciation Class Name selected and if Purchase Cost > 0

Purchase Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Salvage Value: numeric, do not include monetary symbol ($, £, etc), only allowed if Depreciate Asset is true

Depreciation Begin Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy), only allowed if Depreciate Asset is true

Purchase Cost numeric, do not include monetary symbol ($, £, etc)

Qwner Number any value in this column must match existing Employee Number from sheet #8 Employee

Warranty Begin Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Warranty End Date must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Import Sheet #15 - InventoryAsset - [OPTIONAL]

Where Multi-Quantity Assets are entered

Asset Tag: required column, must be unique, cannot match existing Asset Tag from sheet #14 Asset

Asset Type: required column, must be unique, cannot match existing Asset Type from sheet #13Asset Type

Manufacturer: any value in this column must match existing Manufacturer Name from sheet #9 Manufacturer

Category Name: any value in this column must match existing Category Name from sheet #4 Category

Default Cost : numeric: do not include monetary symbol ($, £, etc)

Import Sheet #16 - AssetAdd - [OPTIONAL}

Where the quantity of your  Multi-Quantity Assets are entered

Asset Tag: required column, any value in this column must match existing Asset Tag from sheet #15 InventoryAsset

Site: required column, all values in this column must match existing values from Site column of sheet #1 Site

Location: required column, all values in this column must match existing values from Location column of sheet #2 Location

Purchase Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Purchase Cost: numeric, do not include monetary symbol ($, £, etc)

Vendor Number: any value in this column must match existing Vendor Number from sheet # 7 Vendor

Quantity: required column, must be > 0

Group Tag: required column, if there is a value in this field, Location must be empty; all values in this field must match an existing Asset Tag that has Is Group = True on sheet # 14 Asset

Import Sheet #17 - CheckOut - [OPTIONAL]

Where to enter your checked out Assets

Asset Tag: required column, all values in this column must match existing values from Asset Tag column of either sheet #14 Asset or sheet #15 InventoryAsset

Site required column, if Asset Tag matches sheet14- Asset, site must match the Site selected on that form; if Asset Tag matches sheet 15-InventoryAsset, must match one of the Sites for that Asset Tag on sheet #16 AssetAdd

Location: required column, if Asset Tag matches 14 Asset, must match the Location selected on that form; if Asset Tag matches 15 InventoryAsset, must match one of the Locations in the selected Site for that Asset Tag on sheet # 16 AssetAdd

Move to Site: any value in this column must match existing values from the Site column of sheet#1 Site

Move to Location: any value in this column must match existing values from the Location column with the same Site selected on sheet #2 Location

Quantity: required only if Asset Tag matches sheet 15 InventoryAsset, must be > 0 but not more than Quantity from sheet # 16 AssetAdd

Check Out Date:  must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Due Date: must be yyyy/mm/dd or your local date format (mm/dd/yyyy or dd/mm/yyyy)

Vendor Number/Customer/Employee Number: must have value in 1 of these three columns; entry must match Vendor Number/Customer Number/Employee Number from sheet 7 Vendor/6 Customer/8 Employee respectively

Import Sheet #19 -AssetFundingAssociation -[OPTIONAL]

Funding Name required column, must match value from Funding Name column of sheet #12 Funding

Asset Tag required column, must match values from Asset Tag column of sheet #14 Asset

Debited from Funding numeric, do not include monetary symbol ($, £, etc)

Import Sheet #20 - AssetContractAssociation-[OPTIONAL]

Contract Number: required column, must match value from Contract Number column of sheet #11 Contract

Asset Tag: required column, must match values from Asset Tag column of sheet #14 Asset