Assets

Click the links to the topics outlined below to learn more information:

Managing Assets

Importing Assets

Exporting Assets

Asset Forms

Managing Assets 

 

If you are importing your Assets (Inventory) via CSV load, please consult the Importing Assets Guide. If you are adding them manually, please follow the guidelines below:

HotH has an integrated Configuration Management Database (CMDB) which allows you to log tickets against CMDB entries. There are separate folders for Products, Assets (Inventory Items), Customers, Contacts and Services.

After creating your Product items, you can now begin to create your Asset (Inventory) Items which can be related back to their ‘parent’ Products.

So for instance, you can enter the model number and make of Printer, and associate this with the parent Product. To do this, go to Your Company > Assets and click the “Add add button” button to add a new Asset item.
"your company" drop-down menu
Enter the Asset Item details, including associating the Asset with a specific Customer if appropriate. Then, select the Product from the Product drop-down. This will associate the Product with the Asset.inventory form

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Importing Assets

 

HotH has the ability to load external Assets (Inventory) data files directly into the databases. You can therefore download data from any existing databases and populate the HotH databases.

In addition, HotH also has the ability to export your Asset data from the HotH database to a CSV file, which you can learn more about on the Exporting Assets Guide.

The files to be imported must be flat files of comma-separated values. Each line in the text file represents a HotH record of a particular type. The first characters in each line indicate the type of record to be loaded. You should also note that special rules apply to some fields, please take advice from Support before loading new data type. You can use Import to execute a SQL string, but again please take advice from Support before doing this.

Note: Tickets and Notes are loaded into the current Ticket Folder. Any Assets referenced in the Tickets should belong to the current Folder. Similarly, if you are importing Tickets to an archive Folder, the Tickets should have status ‘Closed’. HotH does not make these checks.

How to Import Files

In the WebServer, go to Import CSV from Settings.import csv file pageSelect the file to import records and click Import. If there are errors they will be listed. You need to review the errors. The error log is listed to the file suppdesk.errIf there are no errors you can navigate away.

In the Windows interface the Import CSV option is on the Database ribbon tab/menu. You need to navigate to where the import file is located.

Import Formats

Excel column headings are supplied below to assist with importing Asset Records. You do not need to supply data for every field, just enter those you need. (Though there are some validation rules, these are not documented here.)

Dates should be entered as DD/MM/YYYY for UK format and MM/DD/YYYY if US format is in use.

Asset Record – Type CP

ACode“CP”
BCustomer RefUp to 40 characters, mandatory (Customer must exist.)
CProduct RefUp to 40 characters, mandatory (Product must exist.)
DVersion RefUp to 16 characters, mandatory
(Product Version must exist.)
EDate10 characters (Default today’s date)
FNarrativeUp to 2000 characters
GSerial NoUp to 120 characters
HAsset NoUp to 25 characters
IStatusUp to 25 characters
JAnalysisUp to 25 characters
KCust Contract Start10 characters (date)
LCust Contract End10 characters (date)
MCust Contract PeriodUp to 25 characters
NCust Contract Fee10 numeric characters, 2 decimal places
OCust Contract CodeUp to 25 characters
PPurchase Date10 characters
QPurchase Price10 numeric characters, 2 decimal places
RPur. Order NoUp to 25 character.
SPur. Invoice NoUp to 120 characters
TPur. Contract NoUp to 25 characters
UInstallation Start Date10 characters
VInstallation End Date10 characters
WLocationUp to 40 characters
XRoomUp to 25 characters
YFloorUp to 25 characters
ZBuildingUp to 25 characters
AAContactUp to 40 characters
ABExtra 1 (pre 2002)Up to 25 characters
ACExtra 2 (pre 2002)Up to 25 characters
ADExtra 3 (pre 2002)Up to 25 characters
AEService LevelUp to 32 characters
AFExtra 4 (pre 2002)Up to 25 characters each
AGExtra 5 (pre 2002)Up to 25 characters each
AHFlagsNumeric (set to zero)
AICust Contract NoUp to 25 characters
AJSupplierUp to 40 characters
AKSupplier SLAUp to 32 characters
ALSupp Contract Expiry10 characters (date)
AMSystem IDLeave blank for new records
ANTypeUp to 40 characters
AOArchivedNumeric (1=Yes, 0=No)
APPrimaryNumeric
AQStatusNumeric
ARIDUp to 120 characters
ASNumeric FlagSet to 0
ATDepartmentUp to 120 characters
AUCurrencyUp to 16 characters
AVSource IDNumeric
AWGUIDUp to 120 characters
AXDepreciation PeriodNumeric
AYSalvage Price10 numeric characters, 2 decimal places
AZDepreciation TypeNumeric
BADepreciation per yearNumeric
BBCost CentreUp to 40 characters
BCFoldersA series of numbers delimited by | to note the Folders in which the asset can be used.
BDOp. StatusUp to 16 characters
BEClient Order NoUp to 40 characters
BFISDNUp to 40 characters
BGService SupplierUp to 40 characters
BHService POUp to 40 characters
BIDepreciation startUp to 10 characters
BJDepreciation costNumeric
BK-BM Leave Blank
BNAddressUp to 40 characters
BOURLUp to 200 characters
BPSNMP Enabled0 if not enabled, 1 if enabled
BQQuantityNumeric
BRSequenceNumeric
BSNet feeNumeric
BTDate added to contract10 characters (date)
BUNoteUp to 2000 characters
BVGoods in date10 characters (date)
BWTest date10 characters (date)
BXAudit date10 characters (date)
BYPartialNumeric
BZConsignmentUp to 40 characters
CALatitudeNumeric
CBLongitudeNumeric
CCDirect ShipNumeric
CDETA10 characters date
CELast audit date10 characters date

 

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Exporting Assets

 

You can export the current Asset (Inventory) databases into a named file. The output records have the same layout as the corresponding Import records. This is useful if you want to create an import file; create a ‘dummy’ record, populating the required fields with discernible text, such as REF in a reference field. The exported data can then be used as a template for the import layout.

How to Export Assets

To export data, show the Asset records in the summary and filter the list as required.

In the WebServer, navigate to Your Company > Assets, then use the Export option in the Summary Options navigation bar; this will then offer the option to View the output. Now, you can open or save the file.exporting tab on webserverIn the Windows interface, you can export the Asset records in the summary list using Export CSV on the File ribbon tab/Menu. Additionally, in the Windows version you can use the Export CSV option on the Database menu to export more Asset records.exporting customers csv on windowsTick the Customer box, click the OK button and then choose a location and file name for the export file. The default is export.txt on the HotH directory. If this file already exists, you must confirm to replace the existing file. On completion, you can view the export file before being returned to the main window. Navigate to the bottom of the .txt file and your Asset database will be found under “Inventory (CP)“.

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