Importing your asset register
Getting your spreadsheet in, which is the step that decides whether the rest of this product is worth anything to you.
Before you import
Do not clean the spreadsheet first. Import it, look at the error report, and fix what the error report points at. It is faster and it tells you what is actually wrong rather than what you think is wrong.
Take a copy of the file before you start. The import has a rollback, but a copy costs nothing.
The columns that matter
| Column | Required | Notes |
|---|---|---|
| serial_number | Yes | Must be unique across every status, including disposed. This is the anchor. |
| make / model | Recommended | Used for the rental rate card and for reporting. |
| category | Recommended | Must match an asset category that exists (Settings → Asset Categories). |
| status | No | Defaults to in_stock. |
| ownership_type | No | owned, rent or lease. Defaults to owned. |
| purchase_date / warranty_end_date / amc_end_date | No | Any recognisable date format; these drive the reminders. |
The order to do it in
- Import employees first. Assets reference people, not the other way round.
- Import assets with no assignments — just the kit.
- Check the counts and spot-check twenty rows.
- Then import assignments with the separate Asset assignments import (the asset and the employee on each row).
Serial numbers you do not have
Some kit genuinely has no readable serial. Give it an internal tag in the serial column — prefix them consistently, say TAG-0001 — rather than leaving it blank. A register with duplicate blanks cannot be reconciled against anything.