Import Item Information From Excel To Cloud Database with EZRentOut

Importing items to EZRentOut

It is fairly sweet and simple to migrate item data to your EZRentOut database. All you need is your Items’ data in the excel sheets.

Contents

1. What can be imported?
2. Guidelines for the import
2.1. Field mapping guide
2.2. Custom fields
2.3. Late Fee
2.4. Rental Meter Threshold
2.5. Other rules
3. Items to import
4. Upload Excel sheet
5. Before and after view
6. Bulk import summary

1. What can be imported?

You can import the following data into your EZRentOut account:

  • Assets
  • Asset Stock
  • Inventory
  • Customers (explained in a separate post)

When importing item information, you can also create groups, locations, and vendors that these items are associated with.

Note: You can import a maximum of 1,000 records at a time.

2. Guidelines for the import

The process is virtually the same for importing assets, asset stock and inventory. You can also import additional data and make changes to existing items.

Before importing your data to EZRentOut, prepare your excel sheet.

2.1. Field mapping guide

Determine how columns in your Excel sheet map to fields in EZRentOut. Refer to our field mapping guide to map your columns correctly to EZRentOut.

2.2. Custom fields

If there are certain columns in your sheet that do not map to a field in EZRentOut, create custom fields for them before the import.

2.3. Late Fee

The Late Fee column accepts a rate so be sure to provide two values: the amount to charge and the duration that it applies to.

The amount should only contain the numerical value, not the currency. The currency is automatically registered in the system as per your specified currency format in EZRentOut.

The duration should be in one of the following formats:

  • flat
  • per_minute
  • hourly
  • daily
  • monthly

Note that if you do not specify a duration, EZRentOut will apply a flat rate by default.

Finally, follow this format for entering your Late Fee rates:

<amount><space><duration>

Here are acceptable Late fee formats for reference, assuming currency is set to USD in your Company settings:

  • 1 per_minute: this is read as $1 per minute
  • 10 hourly: this is read as $10 per hour
  • 25 monthly: this is read as $25 per month

2.4. Rental Meter Threshold

The Rental Meter Threshold column currently only takes values in minutes. This means that any other unit you provide will lead to errors in the import. Here are acceptable examples:

  • 30: This is read as 30 minutes
  • 120: This is read as 2 hours (2 x 60 = 120)
  • 4320: This is read as 3 days (3 x 24 x 60 = 4320) 

2.5. Other rules

  1. There should not be any merged cells in your excel sheet.
  2. There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files.
  3. All dates should be in mm/dd/yyyy format.
  4. For yes/no fields e.g. Retire?, add ‘yes’ against assets that should be in the retired state upon import. 
  5. Asset Identification Numbers (if you’re using them) need to be unique. Ensure that there is no repetition of an Identification Number in your excel sheet. Moreover, they should only contain Alphabets and Numbers (no special characters, spaces etc).
  6. All names should be at least 3 characters long. For example, if you have a vendor called ‘HP’, rename it to ‘HP Laptops’.
  7. When importing inventory records, if you are specifying the quantity to be added to stock, Stock Price column must also be mapped.

3. Items to import

Import Assets from Items –> Assets –> Import from Excel Sheet –> Add New Assets. Asset Stock and Inventory import follows the same general pattern. Import Items Page

4. Upload Excel sheet

  1. For multiple imports, you may want to create a Mapping Template from New Import Template –> Map Columns –> Create Bulk Import Template so that it can be used in the future whenever you need it. Sample files are uploaded for your ease. All Custom fields are visible in the wizard when mapping the data columns. 
    Bulk Import Template to Import Items
  2. Or you can directly map the columns after you upload the excel sheet. Map columns in the same way as shown above.
  3. Once you’ve uploaded the excel sheet through a template, you’ll see a preview of the import. If you aren’t using a template, you’ll see the preview after mapping the columns. If you’re satisfied with how your items turned out after mapping the data, click on the Import button.

Preview Import
Note: Depending on your file size the uploading process might take some time. Do not take any action on the import wizard while the import is underway. You can, however, continue to work with EZRentOut in a new tab/window. You may want to grab a cup o’joe or check out some videos in the meanwhile.

5. Before and after view

By using the ‘Import Items’ wizard, you will be able to push the mapped data into the EZRentOut Cloud and populate your new account. Here is a screenshot of how your data may look when imported from Excel file to mapping (Preview image before final import) and then to your EZRentOut account:Before and After View

6. Bulk Import Summary

Import summary email is sent to the user every time an import is attempted. Issue(s) are also highlighted in case there is a failure during the import process. Bulk Import Summary emailBulk Import Summary_Failure On the horizon: Bulk Import for Documents/Images feature

Have a question?

We love hearing from you! If you have any queries or confusions about EZRentOut, reach out to us at support@ezrentout.com and our support team will get back to you.

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