Presented in this topic are recommendations for using Import Wizard to import data from a different application into tables (information you enter into each field in Rosistem Assets is stored in a database "table" behind the scenes. You can extract this information using the Export Wizard.) in the software database:
•The software database contains 10 tables: Site, Location, Asset Type, Asset, Depreciation Class, Employee, Customer, Vendor, Manufacturer and Department. The Import Wizard can only transfer data into one table at a time, so multiple imports must be performed to populate the database.
•You may not have external data files from which to import all the information you wish to track in the software, but importing data which you do have can save a lot of time compared to manually entering the data for each record.
•The software requires that, at a minimum, information must be imported (or manually entered) for Site, Location, Asset Type and Asset. These four tables are required for all Asset Management functions (check in, check out, etc).
•Data should be imported (or manually entered) in this sequence: Vendor, Manufacturer, Depreciation Class, Asset Type, Department, Site, Location, Asset, Employee, Customer.
•If you want to Calculate Depreciation for any or all Asset Types, import Depreciation Class data before importing Asset Type records.
•If you want to perform Check-Outs and Check-Ins to employees or customers, import Employee and/or Customer data.
•Data for the three remaining tables is optional: Vendor or Manufacturer (this should be imported prior to importing Asset Type records), Department (this should be imported prior to importing Asset and/or Employee records).
The following table lists the pre-requisites for importing data to each table and the functions supported by the data in each table:
Import To Table |
Information that must be entered prior to importing |
Data is Required to Perform These Functions |
Data is Optional to Perform These Functions |
Vendor |
None |
|
Create or Edit Asset Type |
Manufacturer |
None |
|
Create or Edit Asset Type |
Depreciation Class |
None |
Calculate Depreciation |
Create or Edit Asset Type |
Asset Type |
Vendor (if desired), |
All Asset Management Functions |
|
Department |
None |
|
Create or Edit Assets and/or Employees |
Site |
None |
All Asset Management Functions |
|
Location |
Site (at least one) |
All Asset Management Functions |
|
Asset |
Class (if desired), |
All Asset Management Functions |
|
Employee |
Department (if desired) |
|
Check-Out/Check-In |
Customer |
None |
|
Check-Out/Check-In |
The database can be populated manually by manually entering each new record rather than importing the information.
The Pre-Requisites shown in the table above mandate that information be imported in the following sequence:
1.Vendor (Optional)
2.Manufacturer (Optional)
3.Depreciation Class (Optional)
If you intend to use them, import the Classes above before importing Asset Types!
4.Asset Type (Required for all Asset Management functions)
5.Department (Optional)
6.Site (Required for all Asset Management functions)
7.Location (Required for all Asset Management functions)
If you intend to use Department for Assets or Employees, import Departments before Assets, Employees or Customers!
Import Asset Type, Sites (if more than one) and Locations before importing Assets!
8.Asset (Required for all Asset Management functions)
9.Employee and/or Customer (Required only for Check-Out and Check-In functions)
Prior to importing information, external data should be organized in .txt or .csv files as follows:
Each record in a Vendor.csv file requires a column for Vendor Code.
The following columns are optional: Address 1, Address 2, City, Contact Cell No., Contact Ext., Contact Fax, Contact Name, Contact Phone, Country, Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Email, Extension, Fax, Mail Stop, Name, Notes, Phone, Postal Code, State, and Web Site.
Each record in a Manufacturer.csv file requires a column for Name.
The following columns are optional: Address 1, Address 2, City, Contact Cell No., Contact Fax, Contact Name, Contact Phone, Country, Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Email, Extension, Fax, Mail Stop, Notes, Phone, Postal Code, State, and Web Site.
Each record in a Class.csv file requires columns for Name and Depreciation Method.
The following columns are required only when one or more Depreciation Class records will have a Depreciation Method other than None: Asset Life Years (1 - 99) and Asset Life Months (1 - 12).
Each record in an AssetType.csv file requires a column for Asset Type and Class if the software is to Calculate Depreciation for one or more Asset Types.
The following columns are optional: Category, Check-Out Length, Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Description, Height, Length, Manufacturer, Model, Notes, Vendor Code, Weight, and Width.
Each record in a Department.csv file requires columns for Department Code and Department Name.
The following columns are optional: n/a
Each record in a Site.csv file requires a column for Site.
The following columns are optional: Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Description and Notes.
Each record in a Location.csv file requires columns for Site and Location.
The following columns are optional: Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Description and Notes.
Each record in a Asset.csv file requires columns for Asset Tag, Asset Type, Site and Location.
The following columns are optional: Additional Info, Category, Check-Out Length, Class, Condition (Bad, Excellent, Fine, or Good), Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Department Code, Depreciate Asset (T or F), Depreciation Begin Date, Manufacturer, Model, Purchase Cost, Purchase Date, Purchase Order, Salvage Value, Serial No., Warranty Begin Date, Warranty End Date and Warranty Provider.
Each record in a Employee.csv file requires a column for Employee No., First Name and Last Name.
The following columns are optional: Address 1, Address 2, City, Country, Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Department, Email, Extension, Mail Stop, Notes, Phone, Phone Type, Postal Code, State and Title.
Each record in a Customer.csv file requires a column for Customer No.
The following columns are optional: Address 1, Address 2, Cell No., City, Company Name, Country, Custom Date 1 (through 5), Custom Number 1 (through 5), Custom Text 1 (through 10), Date Added, Department, Email, Extension, Fax, Home No., Mail Stop, Name, Notes, Phone, Postal and State.
.CSV files are "comma separated values" files, which many database and spreadsheet applications can create via their "File > Save as..." or "File > Export..." functions.
Please refer to the topic Import Wizard for step-by-step instructions on using the Import Wizard.