How to Create Assets in eQuip Using the Asset Importer 

The eQuip Asset Importer can be used to create multiple new asset records at one time using an Excel import file.

When creating new assets, use the Insert option when generating the Asset Import Template.

Step 1: Open the Asset Import Template

1. Log in to eQuip.
2. Navigate to Tools > Data Import.
3. Select Asset Import Template.
4. Select the fields that should be included in the import spreadsheet.
5. Select Insert as the import type.
6. Select Export to generate the spreadsheet.

Step 2: Select the Fields for the Import

The Asset Import Template provides options for selecting the fields to include in the spreadsheet.

Basic

Displays required fields.

Advanced

Provides commonly used fields, including fields from the Asset Summary and Inventory areas.

Expert

Provides additional fields organized by the applicable areas within eQuip.

Select the fields needed for the asset records before exporting the template.

Step 3: Populate the Import Spreadsheet

Open the exported spreadsheet and enter the information for each new asset.

Depending on the fields selected for the template, the spreadsheet may include:

• Barcode
• Site
• Location
• Asset Serial Number
• Asset Name
• Asset Description
• Asset Category
• Asset Condition
• Asset Usage
• Quantity on Hand
• Primary Custodian

Complete the appropriate fields for each asset being created.

Asset ID

Do not enter an existing Asset ID when creating a new asset.

Asset ID is used to identify an existing asset record when performing an update.

Barcode

If a barcode has already been assigned, enter it in the Barcode field.

If eQuip is configured to generate the barcode, the Barcode field can be left blank.

Serial Number

For serialized assets, enter the appropriate unique serial number.

If the asset does not have a unique serial number, leave the Serial Number field blank.

Step 4: Review the Import File

Before importing the spreadsheet:

1. Verify that the asset information is correct.
2. Confirm that all applicable required fields have been completed.
3. Check for duplicate or incorrect values.
4. Verify that dates and other formatted values are entered correctly.
5. Save the completed spreadsheet.
6. Close the spreadsheet before beginning the import.

Step 5: Import the Assets

After completing the spreadsheet:

1. Return to eQuip.
2. Navigate to Tools > Data Import.
3. Select Asset Import.
4. Select Select Files.
5. Locate the completed import spreadsheet.
6. Select Open.
7. Select Import.

eQuip will process the spreadsheet and create the asset records that successfully pass import validation.

Step 6: Review the Import Results

After the import has been processed, review the results for any rejected records.

Common issues that may cause a record to be rejected include:

• Missing required information
• Incorrectly formatted dates
• Invalid field values
• Values that exceed the allowed field length
• Duplicate barcodes

If records are rejected, review the rejection information, correct the identified data, and import the corrected records again.

Step 7: Verify the New Assets

After the import completes:

1. Navigate to Asset Search.
2. Search for the newly created assets.
3. Open the applicable asset records.
4. Verify that the imported information is correct.

Review the applicable information, including:

• Asset Name
• Barcode
• Serial Number
• Site
• Location
• Asset Category
• Custodian
• Other fields included in the import

Important Considerations

• Use Insert when creating the Asset Import Template for new assets.
• Do not enter an existing Asset ID when creating new assets.
• Include only the fields needed for the import.
• Verify required fields before importing the spreadsheet.
• Review the spreadsheet for duplicate or incorrect values.
• Correct rejected records before attempting to import them again.
• Verify the new asset records after the import has completed.