Data Dictionary for Importing Items to EZOfficeInventory

Data dictionary for EZOfficeInventory

When importing your CSV data to EZOfficeInventory, you need to map the columns to the appropriate fields available in the system. This comprehensive data dictionary helps you understand what all the various fields mean 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 check out and track individually are categorized as Assets in EZOfficeInventory. Examples of Assets include forklifts, laptops, cameras, etc.

#
Field Name
Description
Data Format Char Limit
1
Asset Identification Number 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
2
Asset # A system-generated identifier for each Asset. Numeric Unlimited
3
Cost Price The amount of money spent to purchase an Asset. Numeric Unlimited
4
Description Any relevant information to elaborate on the Asset. Alphanumeric Unlimited
5
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
6
Document Attachments Any relevant documents associated with the Asset. N/A N/A
7
Group A collection of Items with similar characteristics. Alphanumeric 255
8
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
9
Location Name The name of the place where the Asset exists at the time of creation. Alphanumeric 255
10
Location # A system-generated identifier for each Location. Numeric Unlimited
11
Name Specified name for the Asset. Alphanumeric 255
12
Product Model Number An Asset’s model number, specified by the manufacturer. Alphanumeric 255
13
Purchased On The date on which the Asset was purchased. MM/DD/YY N/A
14
Restrict Document Access to Admins (yes/no) The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
15
Retire (yes/no) 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
16
Retire Comments Comments for retiring an Asset, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
17
Reason For Retiring Reason for retiring an Asset from a list of predefined options. Multiple choice N/A
18
Retired On The date on which the Asset was retired. MM/DD/YY N/A
19
Subgroup A smaller set of similar items within a Group. Alphanumeric 255
20 Trackunit Serial Number This number identifies the GPS device used. Alphanumeric Unlimited
21
Vendor The individual or company that you purchased the Asset from. Alphanumeric 255

2. Asset Stock

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

#
Field Name
Description
Data Format Char Limit
1
Asset Identification Number 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
2
Asset Stock # A system-generated identifier for each Asset Stock. Numeric Unlimited
3
Default Location Name The name of the place where the Asset Stock exists at the time of creation. Alphanumeric 255
4
Default Location # A system-generated identifier for each Location. Numeric Unlimited
5
Description Any relevant information to elaborate on the Asset Stock. Alphanumeric Unlimited
6
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
7
Document Attachments Any relevant documents associated with the Asset Stock. N/A N/A
8
Group A collection of Items with similar characteristics. Alphanumeric 255
9
Initial Stock Quantity The quantity available when the Asset Stock is created. Numeric Unlimited
10
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
11
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
12
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
13
Name Specified name for the Asset Stock. Alphanumeric 255
14
Price for Add Stock The amount of money spent to purchase one new unit of Asset Stock. Numeric Unlimited
15
Product Model Number An Asset Stock’s model number, specified by the manufacturer. Alphanumeric 255
16
Reorder Quantity The quantity added on a Purchase Order to replenish the particular Asset Stock item. Numeric Unlimited
17
Restrict Document Access to Admins (yes/no) The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
18
Retire (yes/no) 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
19
Retire Comments Comments for retiring an Asset Stock, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
20
Reason For Retiring Reason for retiring an Asset Stock from a list of predefined options. Multiple choice N/A
21
Retired On The date on which the Asset Stock was retired. MM/DD/YY N/A
22
Subgroup A smaller set of similar items within a Group. Alphanumeric 255
23
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
24
Vendor The individual or company that you purchased the Asset Stock from. Alphanumeric 255

3. Inventory

Consumable items that are sold go into Inventory. Inventory items aren’t meant to be checked back in 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 Unique identifier for a particular Inventory, 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
Inventory # A system-generated identifier for each Inventory. Numeric Unlimited
8
Initial Stock Quantity The quantity available when the Inventory is created. Numeric Unlimited
9
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
10
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
11
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
12
Name Specified name for the Inventory. Alphanumeric 255
13
Price for Add Stock The amount of money spent to purchase one new unit of Inventory. Numeric Unlimited
14
Price for Remove Stock The price at which one unit of Inventory is to be sold or consumed. Numeric Unlimited
15
Product Model Number An Inventory item’s model number, specified by the manufacturer. Alphanumeric 255
16
Reorder Quantity The quantity added on a Purchase Order to replenish the particular Inventory item. Numeric Unlimited
17
Restrict Document Access to Admins (yes/no) The option to make the uploaded Documents accessible only to Admins. Yes/No N/A
18
Retire (yes/no) 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
19
Retire Comments Comments for retiring an Inventory item, e.g. detailed reasons or similar concerns. Alphanumeric Unlimited
20
Reason For Retiring Reason for retiring an Inventory item from a list of predefined options. Multiple Choice N/A
21
Retired On The date on which the Inventory was retired. MM/DD/YY N/A
22
Subgroup A smaller set of similar items within a Group. Alphanumeric 255
23
Total Stock Cost The cumulative cost of an Inventory item for a particular location. It can be calculated by the formula: The total amount of Inventory = Price of Inventory per unit x No. of Inventory Units. Numeric Unlimited
24
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 EZOfficeInventory account.

#
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 Code The country where the Location exists. Alphabet values Unlimited
7
State Code 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 The 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

About EZOfficeInventory!

EZOfficeInventory is the leading equipment tracking software. It allows you to track, maintain and report on equipment from anywhere, at any time.  We offer a free 15-day trial – no credit card required!