How to Bulk Update Asset Information

The Asset Import Tool can be used to bulk update Asset Details data 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 editing assets one by one, you can use the Asset Import Tool to update assets in bulk, saving time and enabling a more consistent quality of data entry.

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

The Asset Import Tool can also be used to bulk add new asset records. See How to Bulk Import New Assets.

Examples of when the Asset Import Tool can be used to efficiently update asset data include:

Equipment is moving between business units and the locations of existing assets need to be updated.
An asset audit has been performed and the updated details need to be pushed back into FMI efficiently.

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. If you would like to add new assets, go to How to Bulk Import New Assets.
Update – The Asset Name matches an existing Asset Name in FMI. This process is outlined below.

Process: updating existing assets

Step 1: Export your existing asset data using the Asset Details report.

Step 2: Download the Asset Import Template.

Step 3: Copy existing data into the Asset Import Template.

Step 4: Update the relevant asset data.

Step 5: Upload the completed Asset Import Template.

Step 1: Export existing asset data

From the Services module, go to Reporting > Reports > Asset Management.

Select the Asset Details report and use relevant filters if needed. If no filters are chosen, then all assets will appear in the export.

Select Export CSV. The asset data will be exported into a CSV file.

Step 2: Download the Asset Import Template

From the Administrator module, select References > Import Assets.

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

Step 3: Copy existing data into the Asset Import Template

Start copying column information from the export CSV in Step 1 and pasting it under the matching column in the Asset Import Template in Step 2.

If you have existing data in the optional fields, this data should be copied to the Asset Import Template. If left blank, it will clear that data field upon import.

Step 4: Update asset data

Enter the information that needs to be updated into the Asset Import Template Excel file.

Only 5 of the columns in the template are required to be filled 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

Asset Name	Data in this field will appear as the Asset Number within FMI Works	Max. 50 characters. These characters can be alphanumeric, and each must be unique.
Asset Group	Categorises what kind of asset this is. E.g., Fire & Safety, Electrical Appliances, Fixtures & Fittings	Max. 50 characters
Asset Type	Further categorises the asset within the Asset Group. E.g., If the Asset Group is Fire & Safety, the Asset Type can be Smoke Detectors	Max. 50 characters
Site Name	Where the asset is located. It can be further expanded upon with the optional fields Building, Floor, and Room	Max. 100 characters
Asset Status	The current status of the asset	Options include: 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 Works.

Description	Enter a description of the asset	Max. 1000 characters
Asset System	Part of the Asset Functional Hierarchy: Asset System > Asset Group > Asset Type	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 at 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, the owner of the asset	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 5: Upload the completed template

From the Administrator module, navigate 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 the data is imported successfully, your asset data within FMI Works will have been updated.

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.