Table of Contents


Purpose

After watching the Equipment training videos to understand how the Equipment module works, Aspire offers the ability to import your Equipment assets through the Equipment Import Spreadsheet.

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


Equipment Import Sheet

To download:

File → Download → Download As Excel or Google Sheets as shown below. Make sure to Save when filling out and when finished.


Instructions

Please follow the guidelines very carefully below when populating your Excel spreadsheet with your equipment data to be uploaded into the Aspire system.

To Fill Out:

There are 3 total tabs that will need to be filled out which are listed below. Instructions for how to fill out each field, including required fields, are above each column.

  • Do not remove or change any columns on this spreadsheet. If removed or changed, the data load will not work.

  • Do not press “ENTER” (carriage return) or “ALT+ENTER” (linefeed) anywhere in the spreadsheet. These will not be accepted by our system.

📌 Note: The models you create in Column A of the Equipment Models section (Tab 1) will create a list of models then used to fill out Column B of the Equipment Assets section (Tab 2) and Column A of the Service Schedules section (Tab 3).


Equipment Models (Tab 1)

⚠️ Columns A through E must be filled with data. Do not leave these cells empty.

If using 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 (e.g. F-250 Diesel, Turf Master, etc…) you wish to make available in your catalog. No duplicate models should exist. The cell will show in red if an exact match appears.

🔴 B. Manufacturer: This is a required field and cannot be left empty. Insert the Manufacturer name (Ford, John Deere, etc…) for each Model.

🔴 C. Size: This is a required field and cannot be left empty. Insert the Size (e.g. F-250, 52” Stander, etc…) of each Model. For example, mowers might be identified by cut width, and tractors by horsepower. If you think that equipment size is irrelevant to a section of models, then you may enter “N/A” in that cell.

🔴 D. Class: This is a required field and cannot be left empty. Insert the Class (e.g. Truck, Push Mower, etc.) 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, input a zero (0).

🧠 You can find an explanation of Cap EX Months here.

F. Meter Type: You may specify how you would like meter readings to be reported, in time or distance. Enter either “Hours” or “Miles/Km.”

G. Fuel Burn Rate: You may specify the number of gallons used (or liters) per miles or kilometers (indicated in Column F). For example, if meter type is marked as “Miles” and fuel unit (indicated in Column H) is specified as "Gallons", and a selected truck gets 16 miles per gallon, then Fuel Burn Rate would be specified as 0.06 (since 1 gallon per 16 miles is 1/16, or 0.06). Only numeric characters may be used in this column, up to two decimal places.

🧠 You can find an explanation of Fuel Burn Rate here.

H. Fuel Unit: You may specify the units in which fuel purchase and consumption is measures. Enter either “Gallons” or “Liters.”


Equipment Assets (Tab 2)

⚠️ Columns A - C and H - J must be filled with data. Do not leave these cells empty.

If using 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 (e.g., Truck #1, Zero-Turn Mower #2, etc.) for each individual equipment Asset. This will be the name assigned to the equipment Asset inside Aspire. (If using Azuga, this data can be taken from column A in the vehicle export.)

🔴 B. Equipment Model: This is a required field and cannot be left empty. Insert the specific model (e.g., F-250 Diesel, Turf Master, etc.) from Column A of Equipment Models tab, for each equipment asset. (If using Azuga, this data can be taken 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 "Branch Name" under the Branches subsection of the Organization tab. This is not Branch Code.

D. Division: You may 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.

🧠 Click here to review your current divisions.

E. Route: You may provide a Route assignment for each asset. Assigning an asset to a route makes it available for the assigned crew leader to request service for through the Crew Mobile app. Route Name must exactly match the name of the Route in Scheduling. To review, go to the Scheduling module, click the three dot menu, and click the Manage Routes option.

🧠 Click here to view your current routes.

F. Primary Vehicle Route: If this is the primary vehicle assigned to the Route, and you wish to track GPS Stop Time in the Time Entry Screen, you may add the name of the Route in this field. Route Name must exactly match the name of the Route in Scheduling. To review, go to the Scheduling module, click the three dot menu, and click the Manage Routes option.

G. Property: You may assign an asset to a specific Property. 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 when an Asset was purchased here. The Date must be entered in numeric characters as MM/DD/YYYY (01/01/2019). If you do not know the precise date of purchase, you may enter an estimated date. If the date is entered in any other format, this spreadsheet will not be successfully loaded into your system.

I. Purchased Price: This is a required field and cannot be left empty. Enter the price of when the asset was purchased here. This amount will impact 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 when the Asset was brought into service. The Date must be entered in numeric characters as MM/DD/YYYY (01/01/2019). If you do not know the precise date of purchase, you may enter an estimated date. This date will impact the Depreciated value of the asset in the Depreciation Report.

🧠 You can find an explanation of In Service Date here.

K. Warranty Days: You may specify the agreed warranty period for an Asset here. You will notice the word Days in the column header. This indicates that any numbers you enter in this column are already considered to be in Days. Enter numbers in these cells only. Anything other than a number will prevent a successful of this spreadsheet into your system.

L. Model Year: You may specify the Model Year of the Asset here. Only include the
four-digit year
(2011, 2019, 2022).
(If using Azuga, this data can be taken from column G in the vehicle export.)

M. Asset Number: If you label your equipment with internal asset numbers, this column allows you to record the asset number tied to the asset.

N. Serial Number: You may specify the Serial Number of the Asset here.

O. Engine Number: If available, you may specify the Engine Number of the Asset here. (If using Azuga, this data can be taken from column H in the vehicle export.)

P. Financing Bank: You may specify the institution providing financing for your purchase of the Asset here.

Q. Pay Schedule (Months): You may specify the number of months over which payments will be made for financed assets here. You will notice the word (Months). This indicates that any numbers you enter in this column are already considered to be in Months. Enter numbers in these cells only. Anything other than a number will prevent a successful of this spreadsheet into your system.

R. Plate Number: You may specify a License Plate Number for the Asset here.

S. Renewal Date: You may specify the Renewal Date for the Asset’s License Plate here. The Date must be entered in numeric characters as MM/DD/YYYY (01/01/2019). If the date is entered in any other format this spreadsheet will not be successfully loaded into your system.

T. Gross Vehicle Weight: You may specify the Gross Vehicle Weight for the Asset here. Only numeric characters may be used in this column.

U. Starting Mileage/Hours: You may specify the initial Meter Reading at time of purchase for the Asset here. Note: This will not create a Reading Log in Aspire – use Column V for that purpose.

V. Current Meter Reading: You may specify the current Meter Reading with hours or miles to create an initial Reading Log. Insert 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 have entered a Current Meter Reading in Column V, you must also provide a Date in this column. The Date must be entered in numeric characters as MM/DD/YYYY (01/01/2019). If the date is entered in any other format, this spreadsheet will not be successfully loaded into your system.

X. Primary Service Last Meter Reading: In Column I of the Service Schedules worksheet (Tab 3), you will have the ability to 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 will generate a Service Log in Aspire. Aspire will use this meter reading to determine when the Services Due List will prompt the next time this Service is Due for the asset. If this cell contains a meter reading, then you must also provide a Current Meter Reading date in Column Y.

Y. Primary Service Last Meter Reading Date: If you have specified a Primary Service Last Meter Reading from Column X, you must also provide a Date for that Service in this column. The Date must be entered in numeric characters as MM/DD/YYYY (01/01/2019). If the date is entered in any other format, this spreadsheet will not be successfully loaded into your system.

Z. Dealer: You may specify the dealer from which the asset was purchased here.

AA. GPS Identifier: If you have activated the Fleetsharp GPS Integration, you may enter the IMEI# in this field. (If using Azuga, the IMEI# cannot be imported into Aspire. If this is done, the integration features will not work properly. The Azuga IMEI#’s must be manually entered in Aspire.)


Service Schedules (Tab 3)

⚠️ Columns A, B, and F must be filled with data. Do not leave these cells empty. Even though columns C, D, E are not grayed, they will require a value, but the values will depend on what value is entered in Column B.

If using 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 from the Equipment Models tab (Tab 1). If there is a Model Name on this Service Schedule spreadsheet that does not have a matching model name on the Equipment Models spreadsheet then the Data Load will fail.

🔴 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).

🧠 You can find an explanation of Service Schedule Types here.

C. Calendar Type: If the Service Schedule Type is Calendar, then this is a required field. Enter Days, Weeks, or Months.

🧠 You can find an explanation of Calendar Type Service Schedules here.

D. Calendar Interval: If the Service Schedule Type (Column B) is Calendar, then this is a required field. Enter a whole number value (such as 6, 12, 30) based upon the Calendar Type. Only enter numeric characters. If anything, other than a whole number is added to this cell, the data load will fail.

E. Meter Reading: If the Service Schedule Type (Column B) is Meter, then this is a required field. Enter a whole number value (such as 100 or 7500). Only enter numeric characters. If anything, other than a whole number is added to this cell, the data load will fail.

🔴 F. Service Tag: For management of equipment, Aspire allows you to define a list of service tags which are named services that can be performed on the model (examples include Oil Change, Annual Inspection, and Blade Sharpening).

🧠 You can find an explanation of Service Tags here.

G. Service Cost: You may list an estimated cost of materials for this Service.

H. Service Hours: You may 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 advise marking the most frequently occurring service as the “Primary Service” (such as your Oil Change Service Tag). Insert an X to indicate a Service is the Primary Service, otherwise leave this column blank. If you choose to mark a Service as a Primary Service, and provide in the Equipment Assets worksheet (Tab 2) a “Primary Service Last Meter Reading” (Column X) and a “Primary Service Last Meter Reading Date” (Column Y), Aspire will generate an initial Service Log and begin 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), place an X in this column. If it is a one-time service, leave blank. Do not add any other characters.

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