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1. Click on Customers in the Main Navigation.
2. In the Import/Export menu click Download Import Template.
3. There are 3 tabs in the Import Template:
- Customer – useful for helpful in creating additional sites if needed.
- Contacts – enables you to create the Site Supervisors, managers or other Contacts linked to the Customers.
- Equipment – Details of the Equipment or Assets that will be serviced.
See image the image below showing the import template and one of the sheets is "Equipment" where you need to enter your equipment details for import. Disregard the other tabs as we're focusing on importing equipment in this user guide.
| Warning | ||
|---|---|---|
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Do not change the template sheet names as well as the column names as that will cause the import process to become unsuccessful. |
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4. Enter the Equipment Details:
| Column | Header Name | Description | Required |
|---|---|---|---|
| A | Customer Import ID or Name | Name of the Site Customer or Customer where the Equipment is physically located. | Yes |
| B | Equipment Number | Unique number for the Equipment at this Site. E.g. AC1, EML01 | Yes |
| C | Equipment Name | Descriptive Name of the Equipment | No |
| D | Location | Details of where the Equipment is on site. E.g. Near main stairs | No |
| E | Make | Indicate the make or manufacturer | No |
| F | Model Number | Model Number of the Equipment | No |
| G | Serial Number | Serial Number of the Equipment | No |
| H | Supplier | Related Supplier | No |
| I | Equipment Type | Represents the Type of Equipment. For example, Emergency Lighting. | Yes |
| J | Installation Date | Date on which the Equipment was installed | No |
| K | Commission Date | Commissioning date of the Equipment if applicable. | No |
| L | Warranty Expiry | Date of Warranty Expiry | No |
| M | Service Period Start |
Date of the first service to be done in Ascora
This is the equipment field called "First Service In Ascora" This becomes the starting point for calculating the next service interval. For example, if you have Service Period Start or First Service Date as 15/01/2023 and equipment has a monthly service interval, the system calculates the next service date as 15/02/2023. If there is no date entered, Ascora uses the very first job completion date as the First Service Date. | Yes | ||
| N | Service Period End | End of the Service Period. Note: If specified Ascora will not create services automatically after this date. | No |
| O | Notes | Free text describing the Equipment | No |
| P | Barcode | This is optional if you want to easily add equipment to jobs while on site by using the Scan Barcode feature in the app | No |
Notes:
- The Customer and Equipment Number shall be used to determine if the Equipment already exists in Ascora. If an existing Equipment was found it will be updated rather than creating a duplicate.
- Equipment Type determines the frequency at which the Equipment is serviced.
5. Save the populated Excel workbook, then under the Import file and in your Ascora account, navigate to the Customers → Import/Export menu then click the Import option then select the Excel Workbookand select your import file. Ascora will commence importing the specified details.
Ascora will now process the Customers, Contacts and Equipment from the Excel Workbook and created/update the necessary records.
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1. Under the Administration menu, click on Defaults.
2. Scroll down to the Equipment box on the left and tick the Enable Pass/Fail checkbox.
3. Click Save in the top-right corner.
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