Data Dictionary to Help You Import Data from Excel to 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.

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