Texada SRM Data Import Toolbox

Template Name

Description

Customers

This template facilitates the import of Customer information, encompassing essential details such as name, address, taxes, salesman code, credit limits, discounts, etc.

Rental Classes

Rental Classes manage the general ledger accounts used for revenue, COGS, inventory (Assets) as well as prorating settings.

Rental Groups

Groups, as a sub-classification for rental assets linked to a specific Class, apply information (rates, weight, kits, liquidation value, replacement cost, meter charges) to all Products within the Group.

Rental Products

This template is used to import all sales SKU numbers and rental asset numbers (Product numbers) along with their descriptions, assigned Class and Group, and pertinent details like make, model, acquisition date, serial number, quantity on hand, cost, location, and Product-level rates.

Sales Classes

This template contains Sales inventory Classes, including the structure for Parts, consumables and SKUs for resale.

Sales Groups

This template contains the sub-classification for Sales Product (Part) SKUs. It includes the same information as the Rental Groups import without the rental rate information.

Chart of Accounts

This template is used to import the General Ledger Chart of Accounts into the application. It contains the account number, an account description and the type of account.

Vendors

This template contains vendor information, such as number, name, address, payment terms, and currency.

Vendor Balances

This template imports open balances and invoices owed to vendors, detailing document number, invoice date, due date, amount owing, division and currency. 

Customer Balances

This template is used to import all the open AR balances. It includes invoices, finance charges, credit notes, and dates and amounts owing. 

Column Name

Description

Format Required

Number

Customer identification number.

Note: If the chosen format is numeric, Texada can automate the creation of subsequent numbers. 

Up to 6 alphanumeric characters

Name

Customer Company name.

Up to 30 alphanumeric characters

Address Line 1

Customer Company address.

Up to 30 alphanumeric characters

Address Line 2

Complementary address information.

Up to 30 alphanumeric characters

City

City.

Up to 25 alphanumeric characters

Province / State

Province or State.

Up to 5 alphanumeric characters

Postal / Zip Code

Postal code or Zip code.

Up to 10 alphanumeric characters

Phone Number

Customer phone number.

10 numeric characters in the following format: XXX-XXX-XXXX

Fax Number

Customer fax number.

10 numeric characters in the following format: XXX-XXX-XXXX

Contact

Customer contact name.

Up to 30 alphanumeric characters

Salesman Code

Code associated with the Salesman responsible for this Customer. This code can be used to calculate and generate commissions (Must be valid Salesman Code). 

2 alphanumeric characters

Comments

Any comments specific to this Customer.

Up to 30 alphanumeric characters

Credit Limit

Account receivable limit associated with the Customer's account.

Up to 12 numeric characters

Account Open Date

Date the Customer’s  account was opened.

mm/dd/yyyy

Rental Discount

Rental discount associated with all Customer’s orders. 

Up to 6 numeric characters

Sales Discount

Sales discount associated with the Customer.

Up to 6 numeric characters

Tax 1 Code

Tax code associated with the Customer's location.

Up to 5 alphanumeric characters

Tax 1 Rate

Tax rate associated with Tax 1.

Up to 8 numeric characters, or 'Null' if tax rate is 0

Tax 1 Description

Description of Tax 1.

Up to 30 alphanumeric characters

Tax 2 Code

Tax code associated with the Customer's location.

Up to 5 alphanumeric characters

Tax 2 Rate

Tax rate associated with Tax 2.

Up to 8 numeric characters, or 'Null' if tax rate is 0

Tax 2 Description

Description of Tax 2.

Up to 30 alphanumeric characters

On Account Y or N

Defines whether the Customer has a credit account with your company.

Y: Yes
N: No
(LETTER ONLY)

Apply Finance Charges

Defines whether finance charges are triggered if the Customer carries a balance.

Y: Yes
N: No
(LETTER ONLY)

Charge Damage Waiver

Defines whether a damage waiver is charged to the Customer.

Y: Yes
N: No
(LETTER ONLY)

PO # Required

Defines whether a purchase order is required when doing business with the Customer.

Y: Yes
N: No
(LETTER ONLY)

Insurance Company

Name of the Customer's insurance company.

Up to 30 alphanumeric characters

Policy Number

Customer's insurance policy number.

Up to 20 alphanumeric characters

Expiry Date

Expiry date of the Customer’s Insurance policy.

mm/dd/yyyy

Tax Code 1 Exemption #

Tax exemption number associated with the Customer.

Up to 10 alphanumeric characters

Tax Code 1 Rental/Sale/Both

Defines whether Tax 1 is applicable to Rental, Sales or both.

R: Rentals
S: Sales
B: Both
(LETTER ONLY)

Tax Code 2 Exemption #

Tax exemption number associated with the Customer.

Up to 10 alphanumeric characters

Tax Code 2 Rental/Sale/Both

Defines whether Tax 2 is applicable to Rental, Sales or both.

R: Rentals
S: Sales
B: Both
(LETTER ONLY)

Rate Level

Used to define the Rate level applicable to Customers with special rates.

Up to 5 alphanumeric characters

Alternate Language

Define whether the Customer operates in an alternate language.

Y: Yes
N: No
(LETTER ONLY)

Primary Customer Type

Allows your Company to categorize Customers (based on industry, region, etc.)

Up to 10 alphanumeric characters

Credit Rating

Code used to define discounts applicable to the Customer.

1 alphanumeric character

# Of Copies For Invoice Print

Field no longer used - no information required

Field no longer used - no information required

Government ID Code

Code associated with the Customer's ID.

Up to 20 alphanumeric characters

Rental Value Limit

Total value of the assets rented to the Customer.

Up to 13 numeric characters

Collector Code

Code associated with internal collection codes.

Up to 2 alphanumeric characters

Division

Business division associated with the Customer.

Up to 2 alphanumeric characters

Discount Program

Discount program associated with the Customer.

Up to 6 alphanumeric characters

Reserved Column

Field no longer used - no information required

Field no longer used - no information required

Terms Code

Code to identify a specific process or function through numbered instructions. 

e.g. Term Code "A": The Customer has 60 days to pay.

Term Code "C": Cash on delivery. 

1 alphanumeric character

Additional Phone Number

Alternate Customer phone number.

10 numeric characters in the following format: XXX-XXX-XXXX

Additional Phone Number

Alternate Customer phone number.

10 numeric characters in the following format: XXX-XXX-XXXX

Customer Contact Name

Customer contact name.

Up to 30 alphanumeric characters

Customer Contact Title

Customer Contact Title.

Up to 20 alphanumeric characters

Customer Contact Phone

Customer Contact Phone number.

10 numeric characters in the following format: XXX-XXX-XXXX

Customer Contact Email

Customer Contact Email address.

Up to 60 alphanumeric characters

Customer Contact Comment

Any comment associated with Customer contact.

Up to 30 alphanumeric characters

Statement Output

Field no longer used - no information required

Field no longer used - no information required

Payable Contact 1

Contact responsible for Accounts payable.

Up to 30 alphanumeric characters

Payable Contact 2

Alternate contact responsible for Accounts payable.

Up to 30 alphanumeric characters

Principal Name 1

Customer principal name.

Up to 30 alphanumeric characters

Principal Name 2

Additional principal name.

Up to 30 alphanumeric characters

Principal Name 3

Additional principal name.

Up to 30 alphanumeric characters

Insurance Agent Phone

Phone number of Customer's insurance agent.

10 numeric characters in the following format: XXX-XXX-XXXX

Insurance Agent Name

Name of Customer's insurance agent.

Up to 30 alphanumeric characters

Alpha Key

Shortcut key your Company can use to search for the Customer in the system.

Up to 20 alphanumeric characters

Currency Code

First letter of the Customer's currency.

C: Canada
N: New Zealand
U: United States
A: Australia
(LETTER ONLY)

Country

Code of Customer's country.

3 alphanumeric characters

Column Name

Description

Format Required

Product Class

Code associated with a major category of Product (e.g. AT for Air Tools).

Up to 5 alphanumeric characters

Description

Description of the Class (e.g. Air Tools).

Up to 30 alphanumeric characters

Charge Tax Code 1

Defines whether Tax code 1 is applicable to the Class (as defined in the Customer Master file).

Y: Yes
N: No
(LETTER ONLY)

Charge Tax Code 2

Defines whether Tax code 2 is applicable to the Class (as defined in the Customer Master file).

Y: Yes
N: No
(LETTER ONLY)

Cost Of Goods Sold Account

Expense account to be debited with the cost or book value of the item when sold (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Revenue Account

Revenue account to be credited with the rental income when an item is rented (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Inventory Account

Asset account to be debited with the cost of the rental equipment when an equipment is purchased (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Sale Of Rental Account

Revenue account to be credited with the selling price when a rental equipment is sold (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Cross-Store Check-In Account

Revenue Account to be credited with the portion of the rental to be allocated to the return division when non-bulk rentals are returned to a different division from the owning division (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Trade Discounts Account

General Ledger expense account to which to debit the Trade Discount portion, for relevant Products in this Class (must be a valid General Ledger account).

If no account is specified, the Revenue Account will be reduced by the discount amount with the debit posting.

Up to 10 alphanumeric characters

Price Discounts Account

General Ledger expense account to track discounts given through rate/price overrides and discount percentages given for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Prorate Partial Days

Defines whether your business charges for partial days/periods.

Y: Yes
N: No
(LETTER ONLY)

O/T Hours In A Day

Defines the number of overtime hours equal to a day.

Up to 2 numeric characters

O/T Days In A Week

Defines the number of overtime hours equal to a week (applies after the first week).

Up to 3 numeric characters

O/T Days In A Month

Defines the number of overtime hours equal to a month (applies after the first month).

Up to 4 numeric characters

O/T Meter Charge Method

Defines the method or frequency used to charge overtime.

H: Hourly meter tracking
S: Shift tracking
(LETTER ONLY)

Charge Damage Waiver

Defines whether a damage waiver is charged at the Class level.

Y: Yes
N: No
(LETTER ONLY)

Cycle Bill Interval

Defines the billing cycle frequency.

M: Monthly
D: Daily
(LETTER ONLY)

Use Default Rates

Defines whether default rates are applicable to this Class. 

Y: Yes
N: No
(LETTER ONLY)

Maintenance Expense

General Ledger expense account to which to debit the maintenance portion for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Maintenance Provision

General Ledger liability account to which to credit the maintenance portion for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Default Markup %

Standard markup applicable to Products in this Class.

Up to 6 numeric characters

Show On Website

Defines whether this Class is displayed on the website.

Y: Yes
N: No
(LETTER ONLY)

Rerent Class

Defines whether this Class contains re-rented equipment. 

Y: Yes
N: No
(LETTER ONLY)

Allow Trade Discount

Defines whether trade discounts are applicable to this Class. 

Y: Yes
N: No
(LETTER ONLY)

Allow Rental Discount

Defines whether standard rental discounts are applicable to this Class. 

Y: Yes
N: No
(LETTER ONLY)

Include In Rental Value Limit

Defines whether Products in this Class are included in accounts with rental value limit.

Y: Yes
N: No
(LETTER ONLY)

Rent To Account Customers Only

Defines whether Products in this Class can only be rented to Customers with an account, as defined in the Customer Master file.

Y: Yes
N: No
(LETTER ONLY)

Prevent Sale Of Rental Products

Defines whether Products in this Class can be sold.

Y: Yes
N: No
(LETTER ONLY)

Allow 0 Qty On Resvtn/Quote

Defines whether reservations are permitted when inventory quantity shows as 0.

Y: Yes
N: No
(LETTER ONLY)

Allow Create P.O. From Contract

Defines the ability to create a purchase order from a re-rental Contract for Products in this Class.

Y: Yes
N: No
(LETTER ONLY)

P.O. Accrual Expense Account

General Ledger account to which to post the debit and reversing credit accrual transactions for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters

P.O. Accrual Liability Account

General Ledger liability account number to which to post the credit and reversing debit accrual transaction for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters

Default WO Repair Code

Code defined by your company to automatically create a Work Order upon rental return (must be a valid Repair Code).

2 alphanumeric characters

Column Name

Description

Format Required

Group

Code associated with a Group of similar Products (e.g. BML for Boom Lifts).

Up to 5 alphanumeric characters

Description

Description of the Group (e.g. 110’ Boom Lifts, 25KW Generators, 50-Ton Hydraulic Jacks).

Up to 30 alphanumeric characters

Product Class

Product Class associated with the Group, as described in the Rental Classes spreadsheet. The Product Class code MUST match the Rental Class spreadsheet.

Up to 5 alphanumeric characters

Kit #

A Kit is a list of secondary items that generally accompanies a primary item. Only the primary item should be marked with the Kit number.

Up to 9 alphanumeric characters

Suggested Sales List #

Code associated with the Suggested Sales. A SSL can be used to recommend other items to be rented when the primary item is rented (must be a valid ssl #).

Up to 9 alphanumeric characters

Bulk Group

Indicates whether or not the Products in this Group are bulk Products.

Y: Yes
N: No
(LETTER ONLY)

Check Availability

Defines whether Group availability must be checked prior to creating a Contract.

Y: Yes
N: No
(LETTER ONLY)

Default Depreciation Class

Defines the default Depreciation Class of the rental Products in this Group. The Depreciation Class is used to determine the rate of depreciation and the residual percentage (must be a valid Depreciation Class).

Up to 5 alphanumeric characters

Liquidation Value

Liquidation value for rental Products in this Group. This value is used for information purposes as well as for creating data analysis reporting. 

Up to 13 numeric characters

Useful Life Hours

Number of expected useful hours before a rental Product in this Group is disposed of. This value is used for information purposes as well as for creating data analysis reporting. 

Up to 13 numeric characters

Useful Life Months

Number of expected useful months before a rental Product in this Group is disposed of. This value is used for information purposes as well as for creating data analysis reporting. 

Up to 13 numeric characters

Weight

Standard weight associated with Products in this Group.

Up to 11 numeric characters

Replacement Cost

Defines the default replacement cost for rental Products in this Group.

Up to 10 numeric characters

Disc% Of Revenue Off List

Discount percentage on the list price of a non-bulk rental asset based on the amount of revenue it has generated during its rental life.

Up to 5 numeric characters

Max Disc% From Base List

Defines the maximum discount percentage from the base listed cost which can be applied.

Up to 5 numeric characters

Create Work Order

Defines whether a Work Order must be generated  when a non-bulk rental Product in this Group is returned. Enter P to be prompted with the option to create a Work Order when non-bulk rental Products in this Group are returned or exchanged.

Y: Yes
N: No

P: Prompt
(LETTER ONLY)

Suspend Upon Receipt

Defines whether a suspend period must be applied when a Product in this Group is added to inventory.

Y: Yes
N: No
(LETTER ONLY)

Use Group Rates For Group Booking

Defines whether to use a Group rate when booking this Group.

Y: Yes
N: No
(LETTER ONLY)

Clone Group Rates

Defines the ability to update the rental rates of all items in this Group with the same rental rates.

Y: Yes
N: No
(LETTER ONLY)

Suppress On Ratebook

Defines whether rates for this Group should be omitted from the Rate Book.

Y: Yes
N: No
(LETTER ONLY)

Warranty Number Of Days

Defines the number of days associated with the default expiration warranty date on Rental equipment. 

Up to 3 numeric characters

Warranty Depot

Defines the party responsible for warranty work (e.g. “In-house”, or the name of the warranty service provider).

Up to 30 alphanumeric characters 

Delivery Charge

Defines the amount to be charged for delivery of equipment in this Group.

Up to 13 numeric characters

Pickup Charge

Defines the amount to be charged for pickup of equipment in this Group.

Up to 13 numeric characters

Freight Charge - Accumulative

Defines whether freight charges are charged per unit and accumulated by quantity across Groups.

Y: Yes
N: No
(LETTER ONLY)

Freight Charge - Minimum

Defines the minimum freight charge that should apply to accumulated charges.

Up to 8 numeric characters

Show On Website

Defines whether Products in this Group should be displayed on the website.

Y: Yes
N: No
(LETTER ONLY)

1 Hour Rate Amount

Defines the standard rate for 1 hour.

Up to 8 numeric characters

2 Hour Rate Amount

Defines the standard rate for 2 hours.

Up to 8 numeric characters

4 Hour Rate Amount

Defines the standard rate for 4 hours.

Up to 8 numeric characters

Daily Rate Amount

Defines the standard daily rate.

Up to 8 numeric characters

Weekly Rate Amount

Defines the standard weekly rate.

Up to 8 numeric characters

Monthly Rate Amount

Defines the standard monthly rate.

Up to 8 numeric characters

Weekend Rate Amount

Defines the standard weekend rate.

Up to 8 numeric characters

Overnight Rate Amount

Defines the standard overnight rate.

Up to 8 numeric characters

1 Hour Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

1 Hour Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

2 Hour Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

2 Hour Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

4 Hour Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

4 Hour Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Daily Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Daily Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Weekly Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Weekly Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Monthly Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Monthly Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Weekend Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Weekend Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Overnight Meter Included

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Overnight Meter Charge

Field to be completed with Texada’s support: Defines the rate when charging per meter.

Up to 7 numeric characters

Column Name

Description

Format Required

Product Number

Code associated with a single serialized Product or a number of identical bulk Products.

Up to 12 alphanumeric characters

Product Description

Primary description of the Product as it should appear on reports and invoices printed in the standard language.

Up to 5 alphanumeric characters

Class Number

Class number associated with the Product, as described in the Rental Classes spreadsheet. The Class number MUST match the Rental Class spreadsheet.

Up to 5 alphanumeric characters

Group Number

Group number associated with the Product, as described in the Rental Groups spreadsheet. The Group number MUST match the Rental Groups spreadsheet.

Up to 5 alphanumeric characters

Rental/Sale/Blade Flag

Defines whether this Product is for Rental, or Sales / Bladed items. 

Bladed is no longer in use. Please indicate R or S.

R: Rental
S: Sales
B: Bladed items

(LETTER ONLY)

Product Make

Name of the Product’s manufacturer.

Up to 20 alphanumeric characters

Product Model

Name of the Product’s model.

Up to 20 alphanumeric characters

Serial Number

Serial number associated with the Product. Applicable to Rental assets only.

Up to 20 alphanumeric characters

Vendor #

Vendor number (must be a valid vendor number).

Up to 6 alphanumeric characters

Vendor Product Number

Product number provided by the vendor.

Up to 20 alphanumeric characters

Vendor Product Desc

Description of the Product from the vendor catalog.

Up to 30 alphanumeric characters

License Plate #1

License plate number associated with the Product.

Up to 10 alphanumeric characters

License Plate Expiry

Expiry date of the associated license plate.

mm/dd/yyyy

Engine Make

Name of the manufacturer of the Product’s engine.

Up to 20 alphanumeric characters

Engine Serial Number

Serial number of the Product’s engine.

Up to 20 alphanumeric characters

Date Acquired

Date the Product was purchased.

mm/dd/yyyy

Owning Division

Division (location) of your company with the Product in stock (must be a valid Division).

Up to 3 alphanumeric characters

Current Location

Country code associated with the Product’s location (must be a valid location).

Up to 3 alphanumeric characters

Meter Reading

Current meter reading of the Product.

Up to 8 numeric characters

Initial Product Cost Each

Cost of the Product at time of purchase.

Up to 12 numeric characters

Product List

The Product’s list price.

Up to 10 numeric characters

Total Accum. Depn. On Asset

Total accumulated depreciation of the Product since the time of purchase.

Up to 10 numeric characters

# Of Depn. In Months

Total number of months of depreciation since the time of purchase.

Up to 3 numeric characters

Quantity On Hand

Number of units currently in stock. 

Up to 11 numeric characters

Bulk/Nonbulk Y/N

Indicates whether or not the Product is a bulk Product.

Y: Yes
N: No
(LETTER ONLY)

Replacement Cost

Replacement cost as defined by the insurance company.

Up to 10 numeric characters

Kit #

Kit number associated with the Product (must be a valid kit #). Reminder: A Kit is a list of secondary items that generally accompanies a primary item. Only the primary item should be marked with the Kit number.

Up to 9 alphanumeric characters

1 Hour Rate Amount

Defines the rate applied when renting the Product by the hour.

Up to 8 numeric characters

2 Hour Rate Amount

Defines the rate applied when renting the Product by two hours.

Up to 8 numeric characters

4 Hour Rate Amount

Defines the rate applied when renting the Product by four hours.

Up to 8 numeric characters

Daily Rate Amount

Defines the standard daily rate.

Up to 8 numeric characters

Weekly Rate Amount

Defines the standard weekly rate.

Up to 8 numeric characters

Monthly Rate Amount

Defines the standard monthly rate.

Up to 8 numeric characters

Weekend Rate Amount

Defines the standard weekend rate.

Up to 8 numeric characters

Overnight Rate Amount

Defines the standard overnight rate.

Up to 8 numeric characters

Barcode 1

Barcode assigned to the Product. 

Up to 20 alphanumeric characters

Barcode 2

Secondary barcode assigned to the Product. 

Up to 20 alphanumeric characters

Alt. Description 1

Alternate description of the Product (can be used for description in alternate language).

Up to 20 alphanumeric characters

Alt. Description 2

Alternate description of the Product (can be used for description in alternate language).

Up to 20 alphanumeric characters

Bin Location

Defines the location of the Product in the warehouse. 

Up to 10 alphanumeric characters

Order Unit of Measure

Defines the unit of measure of the Product (e.g. each, gallon, liter, etc.)

3 alphanumeric characters

Weight

Defines the weight of the Product. 

Up to 11 numeric characters

Order Multiple

Defines the typical volume needed when placing a reorder. This only applies to bulk Products. 

Up to 11 numeric characters

Status Code

Codes defining the availability of the Product (must be a valid User Defined Status Code).

2 alphanumeric characters

Time Of Sale Serial Y/N

Defines whether the system should prompt for a serial number at the time of sale. This allows users to select the appropriate serial number when a Product is sold.

Y: Yes
N: No
(LETTER ONLY)

Order Code

Code indicating the restock time for rental or sales Products.  

Up to 3 alphanumeric characters 

Cost Type (A/+/*/%)

Specifies how the item is priced. This indicator shows at posting time during the sale of the Product. 

A: Average
+: Zero Cost

*: Prompt for Cost
%: % of List
(LETTER ONLY)

Date Of Manufacture

Date the Product was manufactured.

mm/dd/yyyy

Date In Service

Defines the date the Product went into service in your fleet.

mm/dd/yyyy

Adjusted First Cost

Final cost of the Product.

Numeric characters

Re-Order Price

Defines the price charged by the primary supplier for new purchases of this Product.

Numeric characters

Re-Order LCF

The LCF -Landed Cost Factor - is used to include the exchange, brokerage, duty, and freight, in the cost of an imported Product. The field defines the LCF when re-ordering the Product.

Numeric characters

Last PO Cost

Defines the purchase cost.  

Numeric characters

Last Cost Factor

The Landed Cost Factor (LCF) is used to include the exchange, brokerage, duty, and freight, in the cost of an imported Product.

Numeric characters

Markup %

The markup percentage can be used to calculate the List Price based on the Last Cost field.

Numeric characters

Inventory Y/N

Defines whether the Product is currently in inventory.

Y: Yes
N: No
(LETTER ONLY)

Special Order Y/N

Defines whether the Product is part of a special (unusual) order.

Y: Yes
N: No
(LETTER ONLY)

Sale UOM

Defines the unit of measure when renting a Product (e.g. BOX, PKG (package), DOZ (dozen) etc.)

3 alphanumeric characters

Sale Conversion

Conversion factor used if Products are rented is pairs or sets. Enter 1 if Products are always rented as individual units.

Numeric characters

Tag Status

Defines the status of the Product.

A: Active
D: Disposed

(LETTER ONLY)

Warranty Expiry Date

Expiry date of the vendor’s warranty.

mm/dd/yyyy

Notes

Any notes relevant to the Product.

Up to 30 alphanumeric characters

Column name

Description

Format required

Product Class

Code associated with a major category of Product (e.g. AT for Air tools).

Up to 5 alphanumeric characters

Description

Description of the Class (e.g. Air Tools).

Up to 30 alphanumeric characters

Charge Tax Code 1 Y/N

Defines whether Tax Code 1 is applicable to the Class.

Y: Yes
N: No
(LETTER ONLY)

Charge Tax Code 2 Y/N

Defines whether Tax Code 2 is applicable to the Class.

Y: Yes
N: No
(LETTER ONLY)

Cost Of Goods Sold Account

Expense account to be debited with the cost or book value of the item when sold (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Revenue Account

Revenue account to be credited with the sale income when an item is sold (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Inventory Account

Asset account to be debited with the cost of the equipment when rental equipment is purchased. This account also gets credited with the cost of the rental equipment when it is sold (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Default Markup %

Standard markup applicable to Products in this Class.

Up to 6 numeric characters 

Warranty Revenue Account

Revenue account to be credited when Sales Parts from this Class are used on a Work Order for equipment covered under a supplier's warranty (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Show On Website Y/N

Defines whether this Class is shown on the website.

Y: Yes
N: No
(LETTER ONLY)

Allow 0 Qty On Resvtn/Quote Y/N

Defines whether reservations are permitted when inventory quantity shows as 0.

Y: Yes
N: No
(LETTER ONLY)

Prevent Auto Sell Y/N

Defines the ability to automatically sell Sales Products at the time they are put out on a Contract.

Y: Yes
N: No
(LETTER ONLY)

Allow Create P.O. From Contract Y/N

Defines the ability to create purchase orders for Sales Products in this Class from a Contract.

Y: Yes
N: No
(LETTER ONLY)

P.O. Accrual Expense Account

General ledger expense account number to which to post the debit and reversing credit accrual transactions from the P.O./Contract Accrual Report for Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

P.O. Accrual Liability Account

Account number to which to post the credit and reversing debit accrual transaction from the P.O./Contract Accrual Report for relevant Products in this Class (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Cost Of Goods Sold - Customer Damage

Expense account to be debited with the cost of Sales Parts used on Work Order repairs to rented equipment caused by Customer damage (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Revenue - Customer Damage

Sales Revenue account to be credited with the revenue for the Sales Parts used on Work Order repairs to rented equipment caused by Customer damage (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Cost Of Goods Sold - Customer Repair

Expense account to be debited with the cost of sales parts used on Work Order repairs done on equipment owned by the Customer (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Revenue - Customer Repair

Sales Revenue account to be credited with the revenue for the Sales Parts used on Work Order repairs done on equipment owned by the Customer (must be a valid General Ledger account).

Up to 10 alphanumeric characters 

Column name

Description

Format required

Group

Code for a Group of similar Products (e.g. BML1 for Boom Lifts).

Up to 5 alphanumeric characters

Description

Description of the associated Group (e.g. 110’ Boom Lifts, 25KW Generators, 50-Ton Hydraulic Jacks).

Up to 20 alphanumeric characters

Product Class

Product Class associated with the Group, as described in the Sales Classes spreadsheet. The Product Class code MUST match the Sales Class spreadsheet. 

Up to 5 alphanumeric characters

Kit #

Kit number associated with the Group (must be a valid kit #). Reminder: A Kit is a list of secondary items that generally accompanies a primary item. Only the primary item should be marked with the Kit number.

Up to 9 alphanumeric characters

Suggested Sales List #

Code associated with the Suggested Sales (must be a valid ssl #). A SSL can be used to recommend other items to be rented when the primary item is rented.

Up to 9 alphanumeric characters

Bulk Group Y/N

Indicates whether or not the Products in this Group are bulk Products.

Y: Yes
N: No
(LETTER ONLY)

Check Availability Y/N

Defines whether Group availability must be checked prior to creating a Contract. 

Y: Yes
N: No
(LETTER ONLY)

Default Depreciation Class

Defines the default depreciation class of the Products in this Group (must be a valid Depreciation Class). The Depreciation Class is used to determine the rate of depreciation and the residual percentage.

Up to 5 alphanumeric characters

Liquidation Value

Liquidation value for Products in this Group. This value is used for information purposes as well as for creating data analysis reporting.

Up to 13 numeric characters 

Useful Life Hours

Number of expected useful hours before a Product in this Group is disposed of. This value is used for information purposes as well as for creating data analysis reporting. 

Up to 13 numeric characters 

Useful Life Months

Number of expected useful months before a Product in this Group is disposed of. This value is used for information purposes as well as for creating data analysis reporting. 

Up to 13 numeric characters 

Weight

Standard weight associated with Products in this Group.

Up to 11 numeric characters 

Replacement Cost

Defines default replacement cost for Products in this Group.

Up to 10 numeric characters 

Disc% Of Revenue Off List

Discount percentage on the list price of a non-bulk Product based on the amount of revenue it has generated during its rental life.

Up to 5 numeric characters 

Max Disc% From Base List

Maximum discount percentage from the base list which can be applied.

Up to 5 numeric characters 

Create Work Order Y/N/P

Defines whether a Work Order must be generated  when a non-bulk rental Product in this Group is returned. Enter P to be prompted with the option to create a Work Order when non-bulk rental Products in this Group are returned or exchanged.

Y: Yes
N: No
P: Prompt
(LETTER ONLY)

Suspend Upon Receipt Y/N

Defines whether a suspend period must be applied when a Product in this Group is added to inventory.

Y: Yes
N: No
(LETTER ONLY)

Warranty Number Of Days

Number of days associated with the default expiration warranty date on Products in this Group.

Up to 3 numeric characters 

Warranty Depot

Defines the party responsible for warranty work (e.g. “In-house”, or the name of the warranty service provider).

Up to 30 alphanumeric characters

Delivery Charge

Defines the amount to be charged for delivery of Products in this Group.

Up to 13 numeric characters 

Pickup Charge

Defines the amount to be charged for pickup of Products in this Group.

Up to 13 numeric characters 

Freight Charge - Accumulative Y/N

Defines whether freight charges are charged per unit and accumulated by quantity across Groups.

Y: Yes
N: No
(LETTER ONLY)

Freight Charge - Minimum

Defines the minimum freight charge that should apply to accumulated charges.

Up to 8  numeric characters 

Show On Website Y/N

Defines whether the Product Group should be displayed on the website.

Y: Yes
N: No
(LETTER ONLY)

Field name

Description

Format required

Account Number

Account identification number generated by your internal systems.

Up to 10 alphanumeric characters

Description

Description and/or name of the account associated with the account number.

Up to 30 alphanumeric characters

Type

Defines the type of account.

A: Asset
L: Liability
R: Revenue
X: Expense
(LETTER ONLY)

Compress

Field no longer used - no information required

Field no longer used - no information required

Alt. Account Number

Alternate account number (e.g. accounting number from your company’s systems).  

Account number

Field name

Description

Format required

Number

Vendor identification number generated by your internal systems.

Up to 6 alphanumeric characters 

Name

Vendor company name as it should be printed on computer checks.

Up to 30 alphanumeric characters

A/R Contact

Name of the contact responsible for Accounts Receivable. 

Up to 30 alphanumeric characters

A/R Contact Phone

Phone number of the contact responsible for Accounts Receivable. 

10 numeric characters in the following format: XXX-XXX-XXXX

A/R Contact Extension

Extension number of the contact responsible for Accounts Receivable. 

Up to 4 numeric characters 

Address Line 1

Vendor company address.

Up to 30 alphanumeric characters

Address Line 2

Complementary address information.

Up to 30 alphanumeric characters

City

City.

Up to 20 alphanumeric characters

Province / State

Province or State.

Up to 5 alphanumeric characters

Postal / Zip Code

Postal code or Zip code.

Up to 10 alphanumeric characters

Phone Number

Vendor phone number (general line) 

10 numeric characters in the following format: XXX-XXX-XXXX

Fax Number

Vendor fax number.

10 numeric characters in the following format: XXX-XXX-XXXX

Terms Description

Description of the vendor's payment terms.

Up to 30 alphanumeric characters

Comment

Any comments specific to this vendor.

Up to 40 alphanumeric characters

Due Days

Payment due days per the vendor’s payment terms (e.g. 30 for 30 days).

Up to 4 numeric characters 

Due Days Use Actual Date

Defines whether the due days above describe an actual day (e.g. 30th of the month).

Y: Yes
N: No
(LETTER ONLY)

Discount Days

Defines the number of days by which an invoice must be paid for a discount to be applicable (e.g. 10 for 10 days).

Up to 4 numeric characters 

Discount Days Use Actual Date

Defines whether the discount days above describe an actual day (e.g. 10th of the month)

Y: Yes
N: No
(LETTER ONLY)

Discount %

Discount applicable in percentage.

Up to 6 numeric characters 

Tax Code 1

Tax code associated with the vendor location.

Up to 5 alphanumeric characters

Tax Code 2

Tax code associated with the vendor location.

Up to 5 alphanumeric characters

Tax Included On Invoice Bs

Defines whether the vendor typically includes tax amounts on the invoice Total line and does not provide separate tax transaction amounts on invoices.

Y: Yes
N: No
(LETTER ONLY)

Account Number

Account number assigned to your company by the vendor. 

Up to 16 alphanumeric characters

Email Address

Vendor email address.

Up to 40 alphanumeric characters

Sales Contact Name

Name of the sales representative.

Up to 30 alphanumeric characters

Sales Contact Phone

Phone number of the sales representative.

10 numeric characters in the following format: XXX-XXX-XXXX

Sales Contact Fax

Fax number of the sales representative.

10 numeric characters in the following format: XXX-XXX-XXXX

Currency Code

First letter of the vendor’s currency.

C: Canada
N: New Zealand
U: United States
A: Australia
(LETTER ONLY)

Country

Code of vendor’s country.

3 alphanumeric characters

Purchasing Agent

Active purchasing agent code for this vendor (must be a valid Purchasing Agent Code).

Up to 2 alphanumeric characters

Column name

Description

Format required

Vendor Number

Number associated with a specific vendor in your systems.

Up to 6 alphanumeric characters

Invoice Number

Number associated with an open invoice with the vendor.

Up to 9 alphanumeric characters

Invoice Date

Date associated with the invoice number above.

mm/dd/yyyy

Outstanding Balance

Balance associated with the invoice number above.

Up to 12 numeric characters

Due Date

Due date of the invoice above.

mm/dd/yyyy

Discount Date

Discount date associated with the invoice above.

mm/dd/yyyy

Division

Division number (location) associated with the invoice above (must be a valid division code).

Up to 3 alphanumeric characters

Currency

First letter of the vendor’s currency.

C: Canada
N: New Zealand
U: United States
A: Australia
(LETTER ONLY)

Column name

Description

Format required

Customer Number

Customer identification number generated by your internal systems (must match the Customer Master file).

Up to 6 alphanumeric characters

Document Date

Date associated with the document issued.

mm/dd/yyyy

Document Number

Number associated with the document issued.

Up to 9 alphanumeric characters

Outstanding Balance

Outstanding balance associated with the document issued.

Up to 13 numeric characters 

Due Date

Due date of the document issued.

mm/dd/yyyy

Discount Date

Date of the discount associated with the document issued.

mm/dd/yyyy

Discount %

Discount percentage associated with the document issued.

Up to 6 numeric characters

Purchase Order Number

Purchase order number associated with the document issued.

Up to 20 alphanumeric characters 

Division

Business division associated with the Customer (must in a Valid Div Code).

Up to 3 alphanumeric characters

Type (I/P/F)

Defines the type of document.

I: Invoice
P: Payment
F: Finance Charge
(LETTER ONLY)

Currency

First letter of the Customer’s currency.

C: Canada
N: New Zealand
U: United States
A: Australia
(LETTER ONLY)