Import Sequence - the Details

This companion article to Building the Foundation Quickly - Import Overview provides the type of detail that explains why it is a good idea to import information systematically. Even if you choose to enter identifiers one at a time, the information below will be of value because it maps out how the information matrix builds, one layer at at time.

This article focuses primarily on setting the foundation for the Asset Tag, as shown in this diagram, but the same process applies to the lead up to creating Inventory Codes.


Adding companies (Step 5 below) and contacts (Step 6) comes into play for shipping and receiving transactions, and these can be added before creating Asset Tags if you will be receiving items, or these steps can wait until shipping and receiving transactions will occur.

Why the import sequence matters

Importing information can save a lot of time, but sequence matters, and the information in the table below shows how it all maps out. The column on the left provides a link to articles that contain everything you need to know about that particular identifier, including tips and step-by-step instructions on how to import it. It's best to go down the list in sequence, starting with 1. The column on the right describes the identifier's function. 

The middle column contains all the field names that appear as column headings in the Standard Import Files that you will be downloading from Tracmor. In this table they are color-coded so that you can track pre-requisite information.

Example: Before you can enter an Area Name (2), the State Name (1) must be in place, and before you can enter a Location Name (3), the Area Name (2) must be in place (etc.).

With this example in mind, note that in the table below:

  • Green signifies information that is new and required. Accordingly, in Step 1 below, State Name and State Abbreviation are Green. Country Name is Black because Tracmor provides all Country Names.
  • Black signifies information that must already be in place so that the new (Green) information can be associated with it. In step 2, Area Name is Green because it is the new identifier, and Country Name and State Name are Black because they must already be in place before a new Area Name can be entered.
  • *Purple signifies optional information. 

Keep an eye on the color-coded fields as you proceed with each step. It's detailed, but before long you'll get the hang of it, since it's always the same drill: download import file, populate, and upload. 

Import order
(click on link for Zendesk article)

Standard import file fields
(note how the layers build based on previous inputs)
How this identifier functions
1. States  State Name
State Abbreviation
Country Name

This one may be a snap; Tracmor includes all US states and Canadian provinces. For anywhere else, add the new state (or state equivalent) and its abbreviation.

2. Areas Area Name
Country Name 
State Name

Areas function like boundaries within your organization for the purpose of identifying where your assets and inventory items are located. ("Location" - Step 3 -  is the next, and final level of geographic location detail.) Areas can also be applied to user “roles” to define the geographic area(s) that the role has permissions for.

3. Locations Location Name 
Area Name

A location is the final refinement of where your assets and inventory items are located.

Custom Fields


Custom fields allow you to track the information that is most important to you. Any custom fields you create will be added to the Standard Import Files, so it's best to add them early so that you can import this information. These modules allow custom fields:

5. Companies Company Name 
*Company Description
Address Name
*Address Line 1
*Address Line 2
*Country Name
*State Name
*Zip Code
*Phone No
*Fax No

Company profiles are used to track shipping and receiving transactions and print shipping labels and receipts.

Note: Companies are entered at this point to facilitate receiving assets and inventory items; if you will not be receiving items at this point, it is ok to skip to step 7.

6. Contacts Company Name
Address Name
First Name
*Last Name
*Contact Description
*Mobile Number
*Office Phone Number
*Fax Number
*Residence Phone Number

A contact is associated with their company to track shipping and receiving transactions and print shipping labels and receipts.

Note: Contacts are entered at this point to facilitate receiving assets and inventory items; if you will not be receiving items at this point, it is ok to skip to step 7.

7. Categories Category Name
*Category Description

Categories are the most generic and basic identifier and provide the basic building block for Asset Models (Step 10).

8. Manufacturers Manufacturer Name
*Manufacturer Description
Category Name

A manufacturer is associated with a category to provide the second identifier that creates the foundation for a model.

Note: Manufacturer refers to the manufacturer of your assets or inventory items. “Companies” (Step 5) refers to the businesses from which you receive items or to which you ship them.

9. *Optional: Depreciation Classes


To be able to import cost information used in calculating depreciation (Step 11), set up depreciation classes to be included in Asset Models (Step 10). 

This feature only applies to assets (not inventory).

Note: Your Tracmor account admin controls the setting for this feature. If this option is unavailable, contact them.

10. Asset Models Model Number
*Model Name
*Model Description
Category Name
Manufacturer Name
*Minimum Quantity
*Email Notification Status
*Notification Email Id
*Depreciation Class

This step associates the three identifiers that complete an Asset Model, namely: Category, Manufacturer, and Model Number.

The Model Number is typically the model number provided by the manufacturer. Since these are often difficult to remember or differentiate, adding an optional Model Name and Model Description can help by wrapping language around all those numbers.

Note: This identifier only applies to assets (not inventory).

11. Assets

Asset Tag
Model Number
Area Name
Location Name
*Parent Asset Tag
*Lock To Parent Asset Flag
*Auto Generated Asset Tag Flag
*Asset Depreciation Flag
*Purchase Cost
*Residual Value
*Purchase Date

With all the basic identifiers in place, it all comes together under one unique identifier: the Asset Tag. 

Once this number is assigned, all transaction associated with that asset are recorded under this Asset Tag. Printing this number on a label attaching it to the asset makes the asset easier to track.

12. Inventory Inventory Name
Inventory Description
Inventory Code
Category Name
Manufacturer Name
*Minimum Quantity *Notification
*Email Notification Status
*Notification Email ID

In Tracmor, "inventory" differs from "assets" in that inventory is not closely tracked because it includes the type of items that are essentially disposable. One primary purpose of tracking inventory is to set email alerts to make sure you do not run out of routinely used items such as copier paper or disposable equipment, depending on your business needs.

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