Import your equipment

Available for: Lite Classic Pro

With the import function in Rentman, you are able to quickly import your equipment and contacts .xlsx or .csv file. This article will explain how to import your equipment for the first time in Rentman.

In this article:
> Information about importing
> How to import your equipment
> Importing equipment with serial numbers
> Using a support template to import equipment
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Information about importing

What is importing?

Uploading your equipment file (.xlsx (Excel) or .csv) to Rentman enables you to use this database in Rentman.

Folders and subfolders
Equipment in Rentman is structured and sorted in folders. To help organize and sort your databse, you can create a Folder column in your equipment file in which you specify in which folder an item should be placed. Rentman will automatically add a new folder if this column does not exist.

Note: In your equiment file, subfolders are divided by a / slash, so the input audio/microphones would create a subfolder Microphones within the main folder Audio. The number of subfolders levels is not restricted.

How to import your equipment

Note: If your equipment file contains serial codes, please go to the section Importing equipment with serial numbers

Step-by-step instructions are listed below the animation.

Importing_Equipment_Full.gif

Instructions

1.

Go to the Equipment module in the left (navigation) bar


2.

Click on the Columns.png Columns button and select Import

3.

Upload your equipment file (make sure it is .xlsx or .csv file). Your equipment list will automatically be displayed in the next window. Keep in mind that not all data in your file will be displayed, only the first eight rows.

4.

First, you need to let Rentman know if your file contains column headers. Rentman will not import the first row when the box is checked

Contains_header.png→ First row will not be imported

5.

Next, you have to match the column values in your file with the values used in Rentman. Leave the value in the upper selection box to between equipment.

6.

In the lower selection box, you set what the value in the column will be set to in Rentman.

Example: if you have a column with equipment name in your file you set the value to name (in the database) in the selection box.

7.

Click on Next Step when you have matched all the column values

8.

In the screen that follows, you can choose what to do with any duplicates in your file. If this is your first import match it to Import all rows as a new item.

9.

Set the root folder. Choose in which folder you want to import your equipment. If your import file does not contain a column with folder values, all equipment will be placed in the same folder. Click Next Step to continue

10.

Check your data. If everything is correct, click the Import button to start the import process.

A pop-up note will show you how many items were successfully imported and if any failures occurred.

11.

Refresh the page to make the import final. You are able to change all values of your imported equipment manually after the import has been completed.

Importing equipment with serial numbers

If your imported file contains serial numbers, you must indicate this during the importing process in Rentman. You then indicate which rows from your equipment file should be imported as items, and which rows as serial numbers.

Difference between items and serial numbers: If you have an item (for example a Martin Atomix 3000 DMX strobe light), you enter this as an item in Rentman. When you have five of these strobe lights, you create an item with five serial numbers, representing each individual strobe light.

Example of import file without serial numbers Quantity.png

Example of import file with serial numbers 
Import_Serial_Numbers.png
 

Note: If you want to import on serial number level you need to have at least one column that applies and is unique to the serial numbers and can be linked to a column value in Rentman. This usually is the serial code, but can also be purchase price and date of purchase for example.

Instructions

1.

Go to the Equipment module

2.

Click on the Columns button and select Import

3.

Upload your equipment file (make sure it is .xlsx or .csv file). Your equipment list will automatically be displayed in the next window. Keep in mind that not all data in your file will be displayed, only the first eight rows.

4.

First, you need to let Rentman know if your file contains column headers. Rentman will not import the first row when the box is checked

Contains_header.png→ First row will not be imported

5.

Next, you have to match the column values in your file with the values used in Rentman.

In the upper selection box, you choose between equipment or serial number.

If your list contains multiple items of the same kind (serial numbers) you need to set at least one column to a serial number. The value in this column should be unique to the individual item. In most cases, this will be the serial number (serial code).

6.

Match the bottom selection boxes to the values in the column of your equipment import list. Click on Next Step to continue.

7.

set the value to Import all rows as new items in the next window.

8.

Choose the folder destination for your import. If your import file does not contain a column with folder values, all equipment will be placed in the same folder.

Note: if you have specified (sub)folders in the correct format (divided by / slash) they will automatically be placed in the proper folder. A new (sub)folder will be created if it does not exist yet.

10.

Check your data. If everything is correct, click the Import button to trigger the import process.

A pop-up note will show you how many items were successfully imported and if any failures occurred.

11.

Refresh the page to make the import final


Configure how Rentman calculates stock levels

Rentman has two ways of calculating the quantity of your equipment: manual entry, or based on the number of serial numbers. When you have completed an import with new items and serial numbers, by default the stock must be calculated manually, which gives a standard value of 1 as quantity. Here’s how you change it:

To automatically calculate stock levels:

  • Go to Equipment module, and double click the equipment item
  • Under Data -> Quantity, select ‘Show quantity by counting serial numbers’

Support template to import your equipment

We have set up a template to help you with the import of your equipment. The template file is a .xlsx (Excel) file with the available column values. You can use the template to put your equipment information under the right header and supplement it with other data.

Download here:

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