How do I bulk import spends against assets?

You can use the bulk import feature to record uncaptured spend against assets in bulk, rather than adding each spend record individually. This is useful when you need to log historical costs, upload spend data from external systems, or record large volumes of asset-related expenditure at once.

• You must have the Import Manage permission to access the import settings area
• You must have the Uncaptured Spend Import permission to perform this specific import type
• Your assets must already exist in the asset register - the import validates asset references against existing records
• Prepare your data in the import template format before starting (see below)

Preparing Your Import File

1. Go to Settings from the main navigation menu.
2. Navigate to the Import area.
3. Select Uncaptured Spend as the import type.
4. Download the import template to ensure your data is in the correct format.

The template includes the following key columns:

• Asset Model Name - the name of the asset model as it appears in the asset register (optional, but validated if provided)
• Asset Label - the unique reference identifier for the asset (optional, but validated if provided)
• Location - the site or building where the asset is located
• Spend details - cost, date, description, and any other required fields as defined in the template

Steps

1. Go to Settings from the main navigation menu.
2. Navigate to the Import area.
3. Select Uncaptured Spend as the import type.
4. Click Upload and select your completed import file.
5. The system will validate your file. Review any validation errors or warnings that are returned.
6. Correct any errors in your file and re-upload if necessary.
7. Once validation passes, confirm the import to process the records.

What Happens Next

• Spend records are created against the matching assets in the system.
• Each record is linked to the asset via the Asset Label provided in the import file.
• The spend data will be visible on the relevant asset records and in any spend-related reports or dashboards.

If the Import Fails Validation

Common reasons for validation errors include:

• Asset not found: The Asset Label or Asset Model Name does not match any asset in the register. Check that the values match exactly, including spelling and capitalisation.
• Location mismatch: The asset exists in the register but is not associated with the location specified in the import file.
• Missing required fields: One or more mandatory columns have been left blank. Refer to the template for which fields are required.
• File format issues: The file is not in the expected format. Make sure you are using the template provided and saving in the correct file type.

Good to Know

• Always download a fresh copy of the import template before preparing your data. Templates may be updated between releases.
• The import only creates new spend records. If you need to amend a record after import, you will need to do so individually from the asset record.
• If you do not have the Uncaptured Spend Import permission, you will not see this import type in the import area. Contact your system administrator to request access.
• Users with permission for one import type cannot see or access other import types they are not entitled to. Each import type is controlled by its own permission.

Frequently Asked Questions

Can I update existing spend records using the import?
No. The import creates new records only. To amend an existing spend record, navigate to the asset and update the record directly.

Do I have to include Asset Label and Asset Model Name?
Both fields are optional, but if you provide either one, the system will validate it against the asset register. If the asset cannot be found or does not match the specified location, the row will fail. If neither is provided, the spend record will be created without an asset link.

What file format should I use?
Use the template provided in the import area. Save your file in the format specified by the template - typically CSV or Excel. Check the template download for the exact format required.

Can I import spend against assets across multiple sites in one file?
Yes. Each row in the import file can reference a different location. The system validates each row independently, so spend records for multiple sites can be included in a single import.

Who can perform this import?
You need both the Import Manage permission and the Uncaptured Spend Import permission. If you are unsure whether you have these permissions, contact your system administrator.