Whether you are a new user or an experienced one, importing your serialized equipment into your database accurately is an important and crucial step. By following the instructions and the three rules below, you reduce the risk of errors and unwanted duplicates.
Tip: Do not have the Rentman import file? Download it at the bottom of this article!
Beige columns vs Blue columns
When reviewing your import file, be sure to focus on the coloured column headers. They indicate whether the entered data applies to general equipment or serialized equipment.
If the column header is beige, the data below should be general information applicable to identical serialized equipment.
If the column header is blue, the information underneath represents unique individual serialized equipment data. Having a unique QR code for example.
Keep it simple
When first importing serialized equipment, only import the columns that are absolutely necessary to your operation. There is always time afterwards to quickly mass update the other columns in your database with ease.
These are the mandatory columns that Rentman recommends you fill out for importing serialized equipment:
| Column | Description |
| Code | a random number assigned to this serialized equipment |
|
Name (In Database) |
Name of the equipment or combination |
| Type of Equipment |
item, physical combination or virtual combination. |
| Rental/Sales | Is the equipment for rent or for sale? Rentman handles the two differently |
| Stock calculation method | Bulk or serialized? |
| Rental / Sales price | Rental or sale price of the equipment. Not mandatory but necessary to identify |
| Serial number (Serial number) | Serial number of the equipment that makes this unique |
| Internal reference (Serial number) | Internal name of the equipment within your own company |
Note: Rentman will auto generate QR code for you if you leave those columns empty. Feel free to enter your own barcodes or QR codes in QR code columns.
Tip: Want to see what the rest of the columns mean? Download and read the descriptions in our example import file below.
3 Rules to follow for a smooth Serialized Equipment import
1. Data for identical serialized equipment under the beige column header must contain the same exact data
A single typo or mismatched beige column can cause Rentman to register the equipment line as a separate item, creating a duplicate entry in your database. Only under the blue columns can you input unique data for serialized equipment.
2. The number in the code column remains the same for all identical equipment.
Entering the same code in the code column links identical equipment together.
3. Fill in your unique serialized data under the blue columns
The blue column is where you enter unique data for each individual serialized piece of equipment. Fill in as much as you like—each column can contain different information.
Tip: An example of these rules in action can be seen for equipment Martin Atomic 3000 Stroboscope in the example import file below.
Next Steps
Looking to import bulk equipment? Check out this article on formatting your file for bulk equipment.
Finished formatting your file? Follow this article on importing the file itself!
Finishing importing both your bulk and serialized equipment? Import your default content directly into your combinations here.
Additional Tips
- Use constant font style and sizes throughout the file. Having an inconstant format cause unexpected results.
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Delete any empty columns. This minimizes the data Rentman needs to process, reducing the error rate.
- Duplicate the empty import sheet multiple times. Do not keep using the same one.
- If you are importing a lot of equipment, try separating them into different sheets by a category or brand. Do not try to squeeze hundreds of equipment into one sheet. Keep it simple!
- After importing, all equipment will be under an import tag. You can easily access and make adjustments to all equipment under that specific import.