Assets can either be added or updated, depending on the data in the import file. If you want to add a new asset, the asset number supplied in the import file must NOT already exist in the Pinnacle database. If you want to update an existing asset, the asset number supplied in the import file MUST already exist in the Pinnacle database. Updates and additions can be mixed within the one import file if necessary.
All the Required fields must be supplied when you are adding a new asset. If you are updating an existing asset, you do not need to supply the Required fields (other than the Asset Number). Any fields left blank in the import file when updating an existing asset will be left unchanged in Pinnacle. The asset number cannot be updated for an existing asset.
The data file to import Asset information must consist of thirty-three (33) comma separated columns. The columns must be in the following order:
Column |
Field |
Required/Optional |
Description |
|
1 |
Asset Type |
Required |
The value in this field will be added to the Asset Types table if it does not already exist. |
|
2 |
Asset Number |
Optional |
If the asset number exists, the asset will be updated. If the asset number does not exist, the asset will be added. |
|
3 |
Linked To |
Optional |
If a Head Asset number is supplied, it must already exist, or be a lower asset number than the asset number of this import row. |
|
4 |
Access Code |
Optional |
The value in this field will be added to the Access Codes table if it does not already exist. |
|
5 |
Account Code 1 |
Optional |
The value in this field will be added to the Ledger Components if it does not already exist. |
|
6 |
Account Code 2 |
Optional |
The value in this field will be added to the Budget Codes table if it does not already exist. |
|
7 |
Location Code |
Optional |
This is the four character location code of the location that the asset exists in. This will default to the value of the "Store" location in the Asset Defaults window if no value is supplied. |
|
8 |
Asset Description |
Optional |
The value in this field will be added to the Asset Descriptions table if it does not already exist. |
|
9 |
Comments |
Optional |
|
|
10 |
Owner |
Optional |
The value in this field will be added to the Ownerships table if it does not already exist. |
|
11 |
Reference |
Optional |
|
|
12 |
Acquisition Date |
Optional |
This will default to the date of the import if no value is supplied. |
|
13 |
Acquisition Price |
Optional |
This will default to 0.00 if no value is supplied. |
|
14 |
Acquisition GST |
Optional |
This will default to 0.00 if no value is supplied. |
|
15 |
Status |
Optional |
The value for this field must be 'N' for New, 'S' for In Store, 'I' for Issued, 'R' for On Repair, 'C' for Cancelled, 'D' for Disposed, 'W' for Written Off, 'X' for Traded In, 'T' for To Be Traded In, 'L' for On Loan. This will default to 'S' if no value is supplied. |
|
16 |
Replacement Cost |
Optional |
This will default to 0.00 if no value is supplied. |
|
17 |
Brand |
Optional |
|
|
18 |
Model |
Optional |
|
|
19 |
Serial Number |
Optional |
|
|
20 |
Supplier Name |
Optional |
The value in this field will be added to the Suppliers table if it does not already exist. |
|
21 |
Purchase Order Number |
Optional |
|
|
22 |
Barcode Number |
Optional |
If the barcode number is supplied, it must be a unique barcode number. |
|
23 |
Depreciable Flag |
Optional |
The value for this field must be 'Y' for Yes, or 'N' for No. This will default to 'Y' if no value is supplied. |
|
24 |
Depreciation Method |
Optional |
The value for this field must be 'P' for Prime Cost, or 'R' for Reducing Balance. This will default to 'P' if no value is supplied. |
|
25 |
Residual Value |
Optional |
This will default to 0.00 if no value is supplied. |
|
26 |
Depreciable Rate |
Optional |
This will default to 0 if no value is supplied. |
|
27 |
Account Code 3 |
Optional |
The value in this field will be added to the Budget Codes table if it does not already exist. |
|
28 |
Loanable Flag |
Optional |
The value for this field must be 'Y' for Yes, or 'N' for No. This will default to 'N' if no value is supplied. |
|
29 |
Class |
Optional |
The value for this field must be 'E' for Equipment Asset, 'P' for Property Asset, 'S' for Software Asset, or 'F' for Fixed Asset. This will default to the value specified in the Asset Defaults window if no value is supplied. |
|
30 |
Equipment Id |
Optional |
This field will only be imported if the Asset Class is set to 'E' for Equipment Asset. |
|
31 |
Issue Type |
Optional |
The value for this field must be 'P' for personal issue, 'S' for sectional issue, or 'I' for institutional issue. If a valid issue type is supplied, the asset status will be set to 'Issued'. |
|
32 |
Issued To |
Optional |
This field will only be process if a value has been supplied for the 'Issue Type'. If the Issue Type is 'I', the value for this field must be a Staff Member Reference Number. If the Issue Type is 'S', the value for this field must be a Section Name. If the Issue Type is 'I', the value for this field must an Institution Name. |
|
33 |
Invoice Number |
Optional |
|