Data Dictionary for Importing Items to EZRentOut

Data dictionary for Importing Items

When importing your CSV data to EZRentOut, you need to map the columns to the appropriate fields available in EZRentOut. This comprehensive data dictionary helps break down the various fields in our application so you can carry out hassle-free imports.

Contents:

1. Assets
2. Asset Stock
3. Inventory
4. Vendors
5. Locations

1. Assets

All items that you wish to rent out and track individually are categorized as Assets in EZRentOut. Examples of Assets include forklifts, laptops, cameras, etc.

#
Field Name
Description
Data Format Char Limit
1
1st bracket (in Advanced Pricing) Advanced Pricing features tiered rental rates based on the rental duration. Each bracket is a time period with its distinct rental rate. The 1st bracket is the first rental rate applied e.g. $70 charged per day between 0 to 2 days. Numeric Unlimited
2
2nd bracket (in Advanced Pricing) Similar to 1st bracket, 2nd bracket is the second tier pricing e.g. $60 charged per day between 2 to 5 days. Numeric Unlimited
3
3rd bracket (in Advanced Pricing) Similar to 1st bracket, 3rd bracket is the third tier pricing e.g. $55 per day for all days over 5. Numeric Unlimited
4 Advanced Pricing The option to apply Advanced Pricing to an Asset. Specify ‘yes’ in the Excel file against the concerned Assets following Advanced Pricing. Yes/No N/A
5
Asset # A system-generated identifier for each Asset. Numeric Unlimited
6 Asset Identification Number A unique identifier for a particular Asset, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
7
Cost Price The amount of money spent to purchase an Asset. Numeric Unlimited
8 Daily Rate The fixed rental rate charged per day. Numeric Unlimited
9 Description Any relevant information to elaborate on the Asset. Alphanumeric Unlimited
10 Display Picture URL The option to add Asset images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol. Alphanumeric Unlimited
11 Document Attachments Any relevant documents associated with the Asset. N/A N/A
12 Group A collection of items with similar characteristics. Alphanumeric 255
13 Hidden on Webstore The option to hide a particular Asset from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Assets that are to be hidden. Yes/No N/A
14 Hourly Rate The fixed rental rate charged per hour. Numeric Unlimited
15 Late Fee Rate You have to enter two values in this field. The first is the additional amount charged if an Asset is returned past its due date. The second is specifying whether you wish to charge the late fee at a flat or varying rate. Alphanumeric Unlimited
16 Location Identification Number A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
17 Location Name The name of the place where the Asset exists at the time of creation. Alphanumeric 255
18 Location # A system-generated identifier for each Location. Numeric Unlimited
19 Monthly Rate The fixed rental rate charged per month. Numeric Unlimited
20 Name Specified name for the Asset. Alphanumeric 255
21 Per Minute Rate The fixed rental rate charged per minute. Numeric Unlimited
22 PO Identification Number A unique identifier for a Purchase Order through which the Asset is purchased. Numeric 255
23 Product Model Number An Asset’s model number, specified by the manufacturer. Alphanumeric 255
24 Purchased On The date on which the Asset was purchased. MM/DD/YY N/A
25 Rental Meter Threshold The rental meter tracks the elapsed time from the start of the rental period. Specify the Rental Meter Threshold to receive email alerts for when rentals go past the designated durations. Numeric Unlimited
26 Restrict Document Access to Admins The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
27 Retire The option to classify Assets as retired. Specify ‘yes’ in the Excel file against the concerned Assets at the time of import. Yes/No N/A
28 Retire Comments Comments for retiring an Asset, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
29 Reason For Retiring Reason for retiring an Asset from a list of predefined options. Multiple choice N/A
30 Retired On The date on which the Asset was retired. MM/DD/YY N/A
31 Sale Price The price at which the Asset is to be sold. Numeric Unlimited
32 Subgroup A smaller set of similar items within a Group. Alphanumeric 255
33 Tax free The option to exempt tax collection while renting out an Asset. Specify ‘yes’ in the Excel file against the concerned Assets at the time of import. Yes/No N/A
34 Trackunit Serial Number This number identifies the GPS device used. Alphanumeric Unlimited
35 Vendor The individual or company that you purchased the Asset from. Alphanumeric 255
36 Weekly Rate The fixed rental rate charged per week. Numeric Unlimited

2. Asset Stock

Asset Stock includes items that you rent out in bulk instead of individually. An example of Asset Stock will be 100 foldable wedding chairs. All these chairs are going to be rented out together, therefore tracking them individually becomes unnecessary.

#
Field Name
Description
Data Format Char Limit
1 1st bracket (in Advanced Pricing) Advanced Pricing a.k.a tier pricing features differential rental rates based on rental duration. Each bracket is a time period with a distinct rental rate. The 1st bracket is the first rental rate applied e.g. $70 charged per day between 0 to 2 days. Numeric Unlimited
2 2nd bracket (in Advanced Pricing) Similar to 1st bracket, 2nd bracket is the second tier pricing e.g. $60 charged per day between 2 to 5 days. Numeric Unlimited
3 3rd bracket (in Advanced Pricing) Similar to 1st bracket, 3rd bracket is the third tier pricing e.g. $55 per day for all days over 5. Numeric Unlimited
4 Advanced Pricing The option to apply Advanced Pricing to an Asset Stock. Specify ‘yes’ in the Excel file against the concerned Asset Stock following Advanced Pricing. Yes/No N/A
5 Asset Stock # A system-generated identifier for each Asset Stock. Numeric Unlimited
6 Asset Identification Number A unique identifier for a particular Asset Stock, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
7 Daily Rate The fixed rental rate charged per day. Numeric Unlimited
8 Description Any relevant information to elaborate on the Asset Stock. Alphanumeric Unlimited
9 Default Location Name The name of the place where the Asset Stock exists at the time of creation. Alphanumeric 255
10 Default Location # A system-generated identifier for each Location. Numeric Unlimited
11 Display Picture URL The option to add Asset Stock images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol. Alphanumeric Unlimited
12 Document Attachments Any relevant documents associated with the Asset Stock. N/A N/A
13 Group A collection of Items with similar characteristics. Alphanumeric 255
14 Hidden on Webstore The option to hide a particular Asset Stock from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Asset Stock that is to be hidden. Yes/No N/A
15 Hourly Rate The fixed rental rate charged per hour. Numeric Unlimited
16 Late Fee Rate You have to enter two values in this field. The first is the additional amount charged if an Asset is returned past its due date. The second is specifying whether you wish to charge the late fee at a flat or varying rate. Alphanumeric Unlimited
17 Location Based Threshold Specified low stock threshold limit for the particular Location. Once the threshold is reached, an email alert will be sent out. Numeric Unlimited
18 Location Identification Number A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
19 Low Stock Threshold Specified low stock threshold limit for any Location. Once the threshold is reached, an email alert will be sent out. Numeric Unlimited
20 Monthly Rate The fixed rental rate charged per month. Numeric Unlimited
21 Name Specified name for the Asset Stock. Alphanumeric 255
22 Per Minute Rate The fixed rental rate charged per minute. Numeric Unlimited
23 Price for Add Stock The amount of money spent to purchase one unit of Asset Stock. Numeric Unlimited
24 Product Model Number An Asset Stock’s model number, specified by the manufacturer. Alphanumeric 255
25 Reorder Quantity The quantity to be placed on a new Purchase Order for the particular Asset Stock. Numeric Unlimited
26 Restrict Document Access to Admins The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
27 Retire The option to classify Asset Stock as retired. Specify ‘yes’ in the Excel file against the concerned Asset Stock at the time of import. Yes/No N/A
28 Retire Comments Comments for retiring an Asset Stock, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
29 Reason For Retiring Reason for retiring an Asset Stock from a list of predefined options. Multiple choice N/A
30 Retired On The date on which the Asset Stock was retired. MM/DD/YY N/A
31 Sale Price The price at which one unit of Asset Stock is to be sold. Numeric Unlimited
32 Subgroup A smaller set of similar items within a Group. Alphanumeric 255
33 Tax Free The option to exempt tax collection while renting out Asset Stock. Specify ‘yes’ in the Excel file against the concerned Asset Stock at the time of import. Yes/No N/A
34 Total Stock Cost The cumulative cost of an asset stock item for a particular location. It can be calculated by the formula: The total amount of Asset stock = Price of Asset Stock per unit x No. of Asset Stock Units. Numeric Unlimited
35 Vendor The individual or company that you purchased the Asset Stock from. Alphanumeric 255
36 Weekly Rate The fixed rental rate charged per week. Numeric Unlimited

 

3. Inventory

Consumable items that are sold go into Inventory. Inventory items aren’t meant to be returned once they leave the system, so you don’t have to worry about tracking them. For example, water bottles and batteries fall under the Inventory category.

#
Field Name
Description
Data Format Char Limit
1
Asset Identification Number A unique identifier for a particular Inventory item, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
2
Default Location Name The name of the place where the Inventory exists at the time of creation. Alphanumeric 255
3
Default Location # A system-generated identifier for each Location. Numeric Unlimited
4
Description Any relevant information to elaborate on the Inventory. Alphanumeric Unlimited
5
Display Picture URL The option to add Inventory images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol. Alphanumeric Unlimited
6
Document Attachments Any relevant documents associated with the Inventory. N/A N/A
7
Group A collection of Items with similar characteristics. Alphanumeric 255
8
Hidden on Webstore The option to hide a particular Inventory from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Inventory that is to be hidden. Yes/No N/A
9
Inventory # A system-generated identifier for each Location. Numeric Unlimited
10
Initial Stock Quantity The quantity available when the Inventory is created. Numeric Unlimited
11
Location Based Threshold Specified low stock threshold limit for the particular Location. Once the threshold is reached, an email alert will be sent out. Numeric Unlimited
12
Location Identification Number A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode. Alphanumeric 255
13
Low Stock Threshold Specified low stock threshold limit for any Location. Once the threshold is reached, an email alert will be sent out. Numeric Unlimited
14
Name Specified name for the Inventory. Alphanumeric 255
15
Price for Add Stock The amount of money spent to purchase one new unit of Inventory. Numeric Unlimited
16
Product Model Number An Inventory item’s model number, specified by the manufacturer. Alphanumeric 255
17
Reorder Quantity The quantity to be placed on a new Purchase Order for the particular Inventory item. Numeric Unlimited
18
Restrict Document Access to Admins The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
19
Retire The option to classify Inventory as retired. Specify ‘yes’ in the Excel file against the concerned Inventory at the time of import. Yes/No N/A
20
Retire Comments Comments for retiring an Inventory item, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
21
Reason For Retiring Reason for retiring an Inventory item from a list of predefined options. Multiple Choice N/A
22
Retired On The date on which the Inventory was retired. MM/DD/YY N/A
23
Sale Price The price at which one unit of Inventory is to be sold or consumed. Numeric Unlimited
24
Subgroup A smaller set of similar items within a Group. Alphanumeric 255
25
Tax Free The option to exempt tax collection while renting out Inventory. Specify ‘yes’ in the Excel file against the concerned Inventory at the time of import. Yes/No N/A
26
Vendor The individual or company that you purchased the Inventory from. Alphanumeric 255

 

4. Vendors

You can add all vendors that are a part of your supply chain to the system to automate the procurement process.

#
Field Name
Description
Data Format Char Limit
1
Name Specified name for the Vendor (usually the company name). Alphanumeric 255
2
Description Any relevant information to elaborate on the Vendor. Alphanumeric Unlimited
3
Website The URL of the Vendor’s website. Alphanumeric Unlimited
4
Address The particulars of the Vendor’s physical store or office. Alphanumeric Unlimited
5
Fax The number of the Vendor’s fax machine. Alphanumeric Unlimited
6
Email The Vendor’s business email address. Alphanumeric 255
7
Contact Person Name Name of your person of contact for business dealings at the Vendor’s business. Alphabet values 255
8
Phone The Vendor or contact person’s telephone number. Numeric Unlimited

5. Locations

Keep your location’s directory online by adding Locations on to your EZRentOut account. You can also add different types of locations, such as the Order Location, the Pick Up Location, and the Shipping Location.

#
Field Name
Description
Data Format Char Limit
1
Name Specified name for the Location. Alphanumeric 255
2
Description Any relevant information to elaborate on the Location. Alphanumeric Unlimited
3
Street 1 Primary information of the address, such as the street number. Alphanumeric 1000
4
Street 2 Secondary information of the address, such as apartment number. Alphanumeric 1000
5
City The city where the Location exists. Alphabet values Unlimited
6
Country The country where the Location exists. Alphabet values Unlimited
7
State The state where the Location exists. Alphabet values Unlimited
8
Zip Code The area postal code of where the Location exists. Consisting of five or nine digits. Numeric Unlimited
9
Longitude Specifying a Location with longitude degree measurements, e.g. 30°E. Note that you have to enter the coordinates in terms of East measurements since the system does not allow for West measurements to be mapped. Alphanumeric Unlimited
10
Latitude Specifying a Location with latitude degree measurements, e.g. 15°N. Note that you have to enter the coordinates in terms of North measurements since the system does not allow for South measurements to be mapped. Alphanumeric Unlimited
11
Identification Number A unique identifier for a particular Location. It can also be printed and scanned as part of a barcode. Alphanumeric 255
12
Nest Location Under The option to define a Location as the Parent Path and later nest locations under this path. Alphanumeric N/A
13
Location Path The option to map trails or streets that lead to a certain Parent Location. Alphanumeric N/A
14
Hidden on Webstore The option to hide a particular Location from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Locations that are to be hidden. Yes/No N/A

About EZRentOut

We are a cloud based rental system that offers businesses seamless rental management. It also comes with a host of other features like asset tracking, maintenance management, a customized webstore, and much more. Try us out today!

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