Using the Equipment Import Spreadsheet

Purpose

After watching the Equipment training videos to understand how the Equipment module works, you can import your equipment assets through the Equipment Import Sheet.

Below, you can download the import sheet and read the instructions for filling out each field (which are also available in the import sheet).

Equipment Import Sheet

Download for Excel

Select the button below to download a copy of the Equipment Import Sheet.

Download the Equipment Import Sheet for Excel

Go to File > Download > Microsoft Excel. Save the file when you start filling it out and again when you finish.

Copy for Google Sheets

Select the button below to make a copy of the Equipment Import Sheet.

Copy the Equipment Import Sheet for Google Sheets

• You'll be prompted to sign in to your Google account.
• Once you're signed in, you'll be prompted to copy the document. Select Make a Copy, and the Equipment Import Sheet opens in Google Sheets.
• Edit as needed.
  
  

Instructions

Follow these guidelines carefully when you fill out the spreadsheet with the equipment data to be uploaded into Aspire. There are three tabs to fill out, listed below. Instructions for each field, including which fields are required, appear above each column.

• Don't remove or change any columns on this spreadsheet. If you remove or change them, the data load won't work.
• Don't press Enter (carriage return) or Alt+Enter (linefeed) anywhere in the spreadsheet. Aspire won't accept these.

Equipment Models (Tab 1)

Columns A through E are required. Don't leave these cells empty. If you use Azuga, mappings are provided from the columns in the vehicle export from Azuga.

• A. Equipment Model — This is a required field and cannot be left empty. Insert the model (such as F-250 Diesel or Turf Master) you want to make available in your catalog. No duplicate models should exist. The cell shows in red if an exact match appears.
• B. Manufacturer — This is a required field and cannot be left empty. Insert the manufacturer name (such as Ford or John Deere) for each model.
• C. Size — This is a required field and cannot be left empty. Insert the size (such as F-250 or 52" Stander) of each model. For example, mowers might be identified by cut width and tractors by horsepower. If equipment size is irrelevant to a section of models, enter "N/A" in that cell.
• D. Class — This is a required field and cannot be left empty. Insert the class (such as Truck or Push Mower) of each asset.
• E. Cap EX Months — This is a required field and cannot be left empty. Insert the equipment MSRP / asset life (in months) for each asset. If you have no valid data for these cells, enter a zero (0). For more information, watch the Cap EX Months explanation.
• F. Meter Type — Specify how you want meter readings reported, in time or distance. Enter either "Hours" or "Miles/Km."
• G. Fuel Burn Rate — Specify the number of gallons (or liters) used per mile or kilometer (indicated in Column F). For example, if meter type is "Miles" and fuel unit (Column H) is "Gallons," and a truck gets 16 miles per gallon, then the fuel burn rate is 0.06 (1 gallon per 16 miles is 1/16, or 0.06). Use only numeric characters, up to two decimal places. For more information, watch the Fuel Burn Rate explanation.
• H. Fuel Unit — Specify the units in which fuel purchase and consumption are measured. Enter either "Gallons" or "Liters."

Equipment Assets (Tab 2)

Columns A through C and H through J are required. Don't leave these cells empty. If you use Azuga, mappings are provided from the columns in the vehicle export from Azuga.

• A. Equipment Description — This is a required field and cannot be left empty. Create a unique name (such as Truck #1 or Zero-Turn Mower #2) for each individual equipment asset. This is the name assigned to the equipment asset inside Aspire. (If you use Azuga, this data can come from column A in the vehicle export.)
• B. Equipment Model — This is a required field and cannot be left empty. Insert the specific model (such as F-250 Diesel or Turf Master) from Column A of the Equipment Models tab, for each equipment asset. (If you use Azuga, this data can come from column F in the vehicle export.)
• C. Branch — This is a required field and cannot be left empty. Enter the exact name of the branch each asset will be assigned to. You can find it as "Branch Name" under the Branches subsection of the Organization tab. This is not the branch code.
• D. Division — You can provide a division (such as Maintenance or Snow) for each asset. The division name must exactly match the name of the division as it appears in the Division List in Administration. Review your current divisions.
• E. Route — You can provide a route assignment for each asset. Assigning an asset to a route makes it available for the assigned crew leader to request service through Aspire Mobile. The route name must exactly match the name of the route in Scheduling. To review, go to the Scheduling module, select the three-dot icon, and select Manage Routes. View your current routes.
• F. Primary Vehicle Route — If this is the primary vehicle assigned to the route, and you want to track GPS stop time in the Time Entry screen, add the name of the route in this field. The route name must exactly match the name of the route in Scheduling. To review, go to the Scheduling module, select the three-dot icon, and select Manage Routes.
• G. Property — You can assign an asset to a specific property. The property name must exactly match the name of the property as it appears in your Properties list.
• H. Purchased Date — This is a required field and cannot be left empty. Enter the date an asset was purchased. Enter the date as numeric characters in MM/DD/YYYY format (01/01/2019). If you don't know the precise date of purchase, enter an estimated date. If the date is entered in any other format, the spreadsheet won't load into your system.
• I. Purchased Price — This is a required field and cannot be left empty. Enter the price the asset was purchased for. This amount affects the depreciated value of the asset in the Depreciation Report.
• J. In Service Date — This is a required field and cannot be left empty. Enter the date the asset was brought into service. Enter the date as numeric characters in MM/DD/YYYY format (01/01/2019). If you don't know the precise date, enter an estimated date. This date affects the depreciated value of the asset in the Depreciation Report. For more information, watch the In Service Date explanation.
• K. Warranty Days — You can specify the agreed warranty period for an asset. The word "Days" in the column header means any numbers you enter are already considered to be in days. Enter numbers only. Anything other than a number prevents the spreadsheet from loading into your system.
• L. Model Year — You can specify the model year of the asset. Include only the four-digit year (2011, 2019, 2022). (If you use Azuga, this data can come from column G in the vehicle export.)
• M. Asset Number — If you label your equipment with internal asset numbers, this column lets you record the asset number tied to the asset.
• N. Serial Number — You can specify the serial number of the asset.
• O. Engine Number — If available, you can specify the engine number of the asset. (If you use Azuga, this data can come from column H in the vehicle export.)
• P. Financing Bank — You can specify the institution providing financing for your purchase of the asset.
• Q. Pay Schedule (Months) — You can specify the number of months over which payments will be made for financed assets. The word "Months" in the column header means any numbers you enter are already considered to be in months. Enter numbers only. Anything other than a number prevents the spreadsheet from loading into your system.
• R. Plate Number — You can specify a license plate number for the asset.
• S. Renewal Date — You can specify the renewal date for the asset's license plate. Enter the date as numeric characters in MM/DD/YYYY format (01/01/2019). If the date is entered in any other format, the spreadsheet won't load into your system.
• T. Gross Vehicle Weight — You can specify the gross vehicle weight for the asset. Use whole numeric characters only. No decimal numbers are accepted.
• U. Starting Mileage/Hours — You can specify the initial meter reading at time of purchase for the asset. This won't create a reading log in Aspire — use Column V for that.
• V. Current Meter Reading — You can specify the current meter reading in hours or miles to create an initial reading log. Enter numbers only, with no decimals. If this cell contains a meter reading, you must also provide a current meter reading date in Column W.
• W. Current Meter Reading Date — If you entered a current meter reading in Column V, you must also provide a date in this column. Enter the date as numeric characters in MM/DD/YYYY format (01/01/2019). If the date is entered in any other format, the spreadsheet won't load into your system.
• X. Primary Service Last Meter Reading — In Column I of the Service Schedules tab (Tab 3), you can identify a service as a primary service. This should be the most frequent service for the model (such as an oil change for Ford F-150 models). Logging the meter reading for when the most recent primary service was performed generates a service log in Aspire. Aspire uses this meter reading to determine when the Services Due list prompts the next time this service is due for the asset. If this cell contains a meter reading, you must also provide a date in Column Y.
• Y. Primary Service Last Meter Reading Date — If you specified a primary service last meter reading in Column X, you must also provide a date for that service in this column. Enter the date as numeric characters in MM/DD/YYYY format (01/01/2019). If the date is entered in any other format, the spreadsheet won't load into your system.
• Z. Dealer — You can specify the dealer the asset was purchased from.
• AA. GPS Identifier — If you activated the FleetSharp GPS integration, you can enter the IMEI number in this field. (If you use Azuga, the IMEI number can't be imported into Aspire. If it is, the integration features won't work properly. Azuga IMEI numbers must be entered manually in Aspire.)

Service Schedules (Tab 3)

If you use the Service Schedules tab, columns A, B, and F are required. Don't leave these cells empty. Although columns C, D, and E aren't shaded, they require a value depending on what you enter in Column B. If you use Azuga, mappings are provided from the columns in the vehicle export from Azuga.

• A. Equipment Model — This is a required field and cannot be left empty. The equipment model name here should come from the Equipment Models tab (Tab 1). If there's a model name on this Service Schedule that doesn't have a matching model name on the Equipment Models tab, the data load fails.
• B. Service Schedule Type — This is a required field and cannot be left empty. Indicate either Calendar or Meter. Calendar is for a service that should be scheduled by date (such as an annual inspection). Meter is for a service that should be scheduled by meter reading of hours or miles/km (such as an oil change). For more information, watch the Service Schedule Types explanation.
• C. Calendar Type — If the service schedule type is Calendar, this is a required field. Enter Days, Weeks, or Months. For more information, watch the Calendar Type explanation.
• D. Calendar Interval — If the service schedule type (Column B) is Calendar, this is a required field. Enter a whole number (such as 6, 12, or 30) based on the calendar type. Use numeric characters only. If anything other than a whole number is added to this cell, the data load fails.
• E. Meter Reading — If the service schedule type (Column B) is Meter, this is a required field. Enter a whole number (such as 100 or 7500). Use numeric characters only. If anything other than a whole number is added to this cell, the data load fails.
• F. Service Tag — This is a required field and cannot be left empty. For management of equipment, Aspire lets you define a list of service tags, which are named services that can be performed on the model (such as Oil Change, Annual Inspection, and Blade Sharpening). For more information, watch the Service Tags explanation.
• G. Service Cost — You can list an estimated cost of materials for this service.
• H. Service Hours — You can list the estimated hours to perform this service.
• I. Primary Service — Aspire can create an initial service log for the primary service of any equipment model. We recommend marking the most frequent service as the primary service (such as your oil change service tag). Enter an X to indicate a service is the primary service; otherwise, leave this column blank. If you mark a service as the primary service and provide a primary service last meter reading (Column X) and date (Column Y) on the Equipment Assets tab (Tab 2), Aspire generates an initial service log and begins counting down to prompt your mechanic when the next service is due. Only one service can be identified as the primary service for a model.
• J. Reoccurring — If a service is intended to reoccur (such as a routine oil change or annual inspection), enter an X in this column. If it's a one-time service, leave it blank. Don't add any other characters.