CSV Import Column and Error Reference

CSV import column and error reference

This is the reference. For the walkthrough, see How to import assets from CSV.

Requirements

Roles: Owner or Admin. Managers, Employees, and Viewers cannot import.

There are three importers

Import asks first what kind of thing your file contains. Your choice decides what gets created — the file cannot decide for you.

Importer	For	Custom fields
Individual Assets	One physical item per row — a laptop, a forklift	Yes
Asset Stock	A quantity of identical capital units — ten spare laptops	No
Consumables	Supply that gets used up — toner, filters, fasteners	Yes

Each has its own template carrying only the columns it accepts. Always start from the template.

Important A column that does not belong to the importer you chose is reported as an error, not silently ignored — so an old mixed file cannot lose data without telling you.

No template carries an assetType column any more. If a legacy file still has one, it must agree with the importer you picked, or the row is refused.

Document Assets cannot be imported by CSV. They require an expiry date and are created in the Documents module.

File requirements

Requirement	Specification
Format	`.csv`
Maximum size	1 MB
Encoding	UTF-8
Header row	Required
Minimum	Header plus at least one data row

Column names are matched case-insensitively.

Individual Assets columns

Required: name, category

Column	Format
`serialNumber`	Text — unique where used
`manufacturer`, `model`, `vendor`	Text
`purchaseCost`, `salvageValue`	A number — no currency symbols
`purchaseDate`, `warrantyExpiryDate`	`YYYY-MM-DD`
`department`	Must match an existing department
`assignedLocationName`	Location name, or nested path with `>` (e.g. `Main Office > IT Department`). Missing levels are created on import
`assignedUserEmail`	Must match a user in your organization
`customStatus`	Must match an existing custom status

category accepts a single name or a nested path with > (e.g. Computers > Laptops). Missing category levels are created on import.

Custom fields are supported through metadata. columns.

Rejected here: quantity, minimumQuantity, unit — one row is one asset. If you are counting units, you want Asset Stock or Consumables.

Asset Stock columns

Required: name, category

Column	Format
`manufacturer`, `model`, `vendor`	Text
`department`	Must match an existing department
`assignedLocationName`	Location name, or nested path with `>` — missing levels are created on import
`customStatus`	Must match an existing custom status
`quantity`	Whole number — the opening balance
`minimumQuantity`	Whole number — low-stock threshold
`unit`	Text — pcs, boxes, metres

The quantity you supply is recorded as the item's first ledger transaction, exactly as if you had created it in the form. The balance always has a movement behind it.

Rejected here, each with a message explaining why:

Column	Why
`serialNumber`	The units are interchangeable
`purchaseCost`, `purchaseDate`	Stock does not record these
`salvageValue`	Stock is inventory, not a depreciating fixed asset
`warrantyExpiryDate`	A warranty covers one unit from one purchase
`assignedUserEmail`	Stock is held at a location, not by a custodian

Custom fields are not supported for Asset Stock.

Consumables columns

Required: name, category

Consumables accept the full set: serialNumber, manufacturer, model, vendor, purchaseCost, purchaseDate, salvageValue, warrantyExpiryDate, department, assignedLocationName, assignedUserEmail, customStatus, plus:

Column	Format
`quantity`	Whole number — the quantity currently held
`minimumQuantity`	Whole number — low-stock alerts fire at or below this
`unit`	Text

Custom fields are supported through metadata. columns.

The rule that causes most failures

Departments, people, and custom statuses must already exist. Those names are matched, not created.

Categories and locations may be created from the file when you supply a name or a Parent > Child path. Existing levels are reused; missing levels are created under the correct parent. Single-level values still work as before.

A typo in a category or location path will create a new branch — copy names carefully when extending an existing hierarchy.

Error reference

Error	Cause	Fix
Unauthorized — only OWNER and ADMIN can import assets	Your role	Ask an Owner or Admin
File size exceeds maximum	Over 1 MB	Split the file
File must be a CSV	Wrong format	Export as CSV, not `.xlsx`
CSV file is empty or has no data rows	Header only	Add data rows
Asset name is required	Blank `name`	Usually a trailing empty row — delete it
Category is required / Invalid hierarchy path	Missing or empty `>` level	Use `Parent > Child` with a name at each level
Serial number already exists	Duplicate	Use a different one or leave blank
User with email not found in organization	Unmatched email	Check the address, or invite them first
Department does not exist	Unmatched name	Create the department first
Expected a numeric value	Text in a number column	Remove currency symbols and separators
Date format errors	Not `YYYY-MM-DD`	Check the file itself, not the spreadsheet view
"Quantity does not belong in the Individual Assets template…"	Wrong importer	Use Asset Stock or Consumables
"Asset Stock has no serial number…"	Wrong importer	Import serialised items as Individual Assets

Errors identify the row and, where relevant, suggest the valid values available or the template the row belongs in.

Partial imports

Valid rows are created; invalid rows are reported. That is normal.

Re-import only the failed rows. Re-importing rows that already succeeded creates duplicates.

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CSV Import Column and Error Reference