Assets can be created individually or in bulk via import. The Asset v2 import template is designed to provide a more reliable way to create and update assets.
Asset Templates
- Before an asset can be imported, an asset template must first be created in Fexa to classify the asset type.
- Note: access to these settings is permission based. Users must have visibility to the Administration menu in Fexa to create, view, or modify asset templates.
1. In the Fexa menu on the left side of the window, go to Administration > Asset Templates
2. In this window, a new asset template can be created by selecting the plus button in the upper right corner above the grid
- An existing asset template can be viewed/modified by double-clicking on the asset template in the grid
3. Select the Asset Parent Template that most closely matches the type of asset you are creating. If none are appropriate, select “Custom.”
4. “Standard” fields will populate underneath the Asset Parent Template chosen
- Each field will be accompanied by a designation of the type of field
- Some fields include a checkbox to determine whether a value in this field should be required on the asset record
3. On the right side of the page, give your asset template a name in the Asset Template Name field
4. Choose an Asset Type (if none of the options are appropriate, select “Other”)
5. If you would like to track additional attributes that are not already listed in the standard fields on the left side of the page, select the “Insert Custom Fields” toggle
- For each custom field:
- Enter a name
- Select a field type
- Mark as required or locked, as needed
- The arrows can be used to reorder the fields
- Remove unwanted custom fields using the X button
6. Use the Category dropdown to limit which work order categories the asset can be applied to.
Note: when a work order is created for a category that is not selected here, the asset will not appear as available.
7. Multiple categories can be selected. Alternatively, if the asset should ALWAYS be available, leave this blank and do not select any categories.
8. Set the template status to either Active or Inactive
9. A stock image can be added to represent the asset template
10. Parts categories can be added, if applicable
11. If you would like to go ahead and import assets for this template, select the “Next” button
12. Otherwise, select the “Save & Exit” button to save your asset template and return to the grid.
13. Unwanted asset templates can be deleted by selecting the trash can button
- This option is available only if no assets have been associated with the template
Downloading the Asset v2 Import Template
From the Fexa menu on the left side of the window, select “Imports”
Select the plus button on the right hand side of the window above the grid
- In the “Import Type” field, select “Asset V2”
Select the “Click here to download template” button to download the import template (excel format)
Completing the Import Template
Select the cell underneath "Action".
Select CREATE or UPDATE, depending on whether you are creating a new asset or updating an existing asset.
Select Asset or Asset Part, depending on whether you are creating or updating an asset or a part. Asset Parts are parts to an existing asset that may carry their own warranty.
Input the name of your asset template, exactly as it is listed in Fexa.
If you are updating an existing asset or asset part, input the ID in column D. Otherwise. This field should be left blank.
For Assets, complete columns E-V. Give your asset a unique name. This name is what will appear to users when they select an asset to be associated with the work order.
Input the status of the asset. The options are: Active, Inactive, Sold, and Disposed.
Input the store identifier in the facility name field.
If you know the condition of the asset input the condition. The options are: Excellent. Good, Average, Poor and Inoperable.
Input true or false in the verified field. This will determine whether the asset is imported as a verified asset or an unverified asset.
- If you have additional information regarding the replacement cost, original value, estimated useful life, salvage value, or date of origination, input those values in the appropriate field. Keep in mind the expected end of life date and the date of origination are both full calendar dates that require a month and a day, not just a year.
- The serial number, model number, and manufacturer can also be input for the asset.
- The manufacturer must also be created in the selectables section of your Fexa site.
If the manufacturer is already existing. Copy and paste the name of that manufacturer, exactly how it is input into Fexa. If it is not already infects. Go ahead and create that manufacturer under selectable.
13. If you have warranty information for the asset, you can input a text description in the warranty. Description box.
14. The warranty start date and warranty end date are full calendar dates. On the work order, these dates will drive whether it is flagged as containing an asset under warranty at the time of creation.
15, If you chose Asset Part at the beginning of the spreadsheet, complete columns V-AD, beginning with Product Name. Part Name will be the name of the Asset Part being created or updated.
- Product Name must correspond to a Product in Selectables, which has been assigned to the Parts Category specified on the Asset Template
16. For any additional fields included in the asset template that you would like to populate using the import, insert additional columns for each of the fields. The header should be labeled exactly as the field is labeled in Fexa, and input the values for each of your assets in that column to be applied to the specified field.
17. After completing the spreadsheet, we will then return to Fexa and import the file. That spreadsheet using the Asset v2 import.
Importing Assets Using the Template
- Return to the Create Import page.
Select Asset V2 in the "Import Type" field.
Browse for your file.
After selecting your file, click the "UPLOAD" button.
The first row of your spreadsheet will display as a preview. Review the column headers and first row of data to ensure all appears accurate.
Tip: The import has not yet officially begun in Fexa. If you notice any errors in the preview, or information needing to be corrected, you may go back to your spreadsheet to correct the issue(s). If this is the case, remember to re-save your file, browse, and re-upload the document to update the 1st Row preview.
6. Once you have confirmed the data is correct, select the "BEGIN IMPORT" button to initiate the import process.
7. The next page will display a progress bar, along with a report of successes and failures.
Tip: If any failures are reported, download the failure report to make any needed corrections, and follow the import steps again to upload those records. When re-uploading failed rows, be sure to ONLY include the failed rows in your import to avoid creating duplicate records in Fexa.