How to Bulk Import New Assets

The Asset Import Tool can be used to bulk import new assets using an Excel spreadsheet

This article is for FMI Works users who have been given the permission of System Administrator

Why use the Asset Import Tool?

Instead of manually adding assets one by one, use the Asset Import Tool to add assets in bulk, saving time and reducing data entry errors.

Data can be easily edited in Excel then saved as a Comma CSV file ready for import.

The Asset Import Tool can also be used to bulk update existing asset records. See How to Bulk Update Asset Information.

Examples of when the Asset Import Tool can be used to add new assets include:

Your organisation is creating an asset register in FMI Works for the first time.
Your organisation has purchased a number of assets in bulk, which need to be added to the asset register.
Your organisation has just commissioned a new building and had handover of the assets resulting from both the construction and fit out. Import these to your asset register efficiently, ready for operations.

Add new or update existing records

The Asset Import Tool will either create a new record or update an existing asset record depending on the following conditions.

Create – The Asset Name does not match an existing Asset Name in the database. This process is outlined below.
Update – The Asset Name matches an existing Asset Name in the database. If you would like to update existing information, go to How to Bulk Update Asset Information.

Process overview

There are three steps to the Asset Import process:

Step 1: Download the Asset Import Template.

Step 2: Add the relevant asset data.

Step 3: Upload the completed Asset Import Template.

Step 1: Download the Asset Import Template

From the Administrator module, go to References > Import Assets.

Under Download Template, click on the link to Asset Import Template. This will be downloaded as an excel file: AssetImport_Template.xlsx.

Step 2: Add asset data

Enter the new asset information into the Asset Import Template Excel file.

Only five of the columns in the template are required to be filled in for a successful import, the rest are optional.

Important: Do not delete, hide, or rearrange any columns within the Asset Import Template, even if they blank.

Mandatory fields

Note: The field ‘Asset Name’ appears as ‘Asset Number’ within FMI Works.

Asset Name	Data in this field will appear as the Asset Number within FMI Works. These characters can be alphanumeric, and each must be unique	Max. 50 characters
Asset Group	This field categorises what kind of asset this is. E.g., Fire & Safety, Electrical Appliances, Fixtures & Fittings	Max. 50 characters
Asset Type	Asset Type further categorises the asset within the Asset Group and is a subset of their group. E.g., If the Asset Group is Fire & Safety, the Asset Type can be Smoke Detectors	Max. 50 characters
Site Name	Enter the site name of where the asset is located. It can be further expanded upon with the optional fields of Building, Floor, and Room.	Max. 100 characters
Asset Status	Enter the current status of the asset. The following can be used: Active, Decommissioned, Destroyed, Lost, Missing, Sold	Must be one of the following: Active, Decommissioned, Destroyed, Lost, Missing, Sold

Optional fields

It is not required to fill out these fields for a successful import of data, however you may add data in if you wish. You can always add this information later within FMI.

Description	Enter a description of the asset	Max. 1000 characters
Asset System	A part of the Asset Functional Hierarchy (Asset System > Asset Group > Asset Type) helps further categorise your asset groups and provide more detailed reports. It is an optional categorisation	Max. 50 characters
Building Name	Further narrows down the location of the asset within the site	Max. 100 characters
Floor Name	Further narrows down the location of the asset within the building	Max. 50 characters
Room Name	Further narrows down the location by within a floor of a building	Max. 100 characters
Date Purchased	When the asset was purchased	Date only: YYYY/MM/DD
Purchase Price	The asset's purchase price	Decimal Value (18,4) Up to 18 numbers before the decimal, 4 numbers after the decimal.
Date Commissioned	When the asset was installed on site and when a new asset warranty date may commence. Alternatively, you can include the same date as the date purchased	Date only: YYYY/MM/DD
Manufacturer	The producer of this asset	Max. 100 characters
Model	The model name of the asset	Max. 50 characters
Serial	Serial/identification number of the asset	Max. 50 characters
Supplier Name	Associate this asset with one of your suppliers	Max. 100 characters
Replacement Due	When the asset is to be replaced	Date only: YYYY/MM/DD
Replacement Cost	The cost to replace this asset	Enter a monetary value
Other Replacement Costs	Such as disposal, installation of another asset etc.	Enter a monetary value
Notes	Free text notes which appear on the first page of the asset record	Max. 255 characters
Opening Value Book	Value from your organisation’s finance system	Up to 19 numbers before the decimal, 4 numbers after the decimal.
WDV Book Date	Value from your organisation’s finance system	Date Only: YYYY/MM/DD
Effective Life Book	Value from your organisation’s finance system	Up to 18 numbers before the decimal, 4 numbers after the decimal.
Depreciation Type Book	Value from your organisation’s finance system	A whole number
Depreciation Rate Book	Value from your organisation’s finance system	Up to 18 numbers before the decimal, 4 numbers after the decimal.
Depreciation Asset Book	Value from your organisation’s finance system	Enter 1 for True, 0 for False
Business Unit	Part of the organisational hierarchy	A whole number
Unit Cost	Cost price of a singular unit	Up to 18 numbers before the decimal, 2 numbers after the decimal.
Number of Units	How many units there are of the asset	Up to 10 numbers before the decimal, 4 numbers after the decimal.
Date Decommissioned	When the asset reached its end of life or needs to be replaced, this field records the date the asset was physically removed from site	Date only: YYYY/MM/DD
Actual Replacement Cost	What is the true cost of the replacement of an asset, as this will include disconnection and removal costs?	Enter a monetary value
Barcode	Standard barcode format	Max. 500 characters
Asset Standard	Recording the associated international or regional asset management standard, for example, ISO 55000	Max. 255 characters
Owner	The owner of the asset is associated with a known user in FMI Works.	Must be a named user already existing in FMI Works.

Step 3: Uploading the completed template

From the Administrator module, go to References > Import Assets.

Select the Choose File button under the Upload CSV File subheading and upload the template.

Once uploaded, select Start Import. After a successful import, your asset data will be in FMI Works.

If there is incorrect data in the template, an error will occur with a message stating where the error is. Simply correct the data according to the error, save the template and re-upload.

Contact FMI support if you need further assistance.