NetAsset - Maintenance Bulk Uploads
USE CASE: Individual maintenance records are easily created or updated directly on NetAsset's user interface. However, if records need to be created or updated in bulk, we recommend this is done via CSV import.
GATHERING YOUR MAINTENANCE INFORMATION:
- Start by creating a CSV file to gather all your maintenance information for the upload
- As applicable to your needs, add the fields below to your file
- Please note that generally, the Completed Maintenance Details fields get added once the maintenance is completed
| Field | Example | Details |
| Maintenance Information | ||
| Maintenance Record Internal ID | 1 | The internal ID of the maintenance record. Only needed when updating records via CSV. Internal IDs get assigned automatically upon creation. |
| Inactive | No | Indicate yes/no if you want to inactivate the maintenance record |
| Maintenance Type | Preventative | Choose an option from the dropdown list found on the maintenance record |
| Maintenance Activity | Oil Change | Choose an option from the dropdown list found on the maintenance record |
| Mandatory | Yes | Indicate yes/no if the maintenance is mandator |
| Description | Standard Oil Change | Basic text field to add any additional helpful information |
| Asset Internal ID | 1 | The internal ID of the asset the record should be saved to |
| Maintenance Triggers | ||
| Basis for Maintenance | Asset Usage | Choose an option from the dropdown list found on the maintenance record |
| Expected Maintenance Date | 8/1/2024 | Enter the expected maintenance date |
| Usage Total for Maintenance | 5,000 | Indicate the usage at which the maintenance should be performed on the underlying asset |
| Completed Maintenance Details | ||
| Maintenance Complete | Yes | Indicate yes/no if the maintenance has been completed |
| Actual Maintenance Date | 8/8/2024 | List the actual date the maintenance was completed |
| Completed Transaction Reference | ref no #8/8/2024 | Provide a reference to the associated transaction for the maintenance activity |
| Completed Transaction Link | netsuite.com/app/accounting/transactions/vendbill | Provide a reference to the associated transaction for the maintenance activity |
| Completion Notes | Maintenance was delayed due to vehicle being in use | Provide any additional information regarding the completion of the maintenance. |
CREATING & UPDATING MAINTENENCE RECORDS VIA CSV IMPORT:
- Once the file with your maintenance information is ready to go, you can begin the upload process
- To run a CSV import, navigate to the Import Assistant by accessing Setup > Import/Export > Import CSV Records
- With the Import Assistant open, update the "Import Type" to Custom Records and the "Record Type" drop-down to NG Maintenance
- Under the CSV files section, click on the "Select" button and upload your CSV file
- Select Next to progress to step 2 Import Options
- When adding new maintenance records select Add under the data handling options
- When wanting to update existing maintenance records, select Update under the data handling options
- For Update uploads, ensure to include a column on your CSV file stating the internal ID of the maintenance records to be updated
- Under Advanced Options make sure to check the “Run Server SuiteScript and Trigger Workflows” box
- Select Next to progress to Field Mapping
- Note that NetSuite tries to directly map all the fields it can recognize
- When fields are not recognized, they must be manually matched between the CSV upload file and NetSuite fields
- Use the pencil icon to indicate to the system when an internal ID is in use
- Select Next to progress to the final step
- On the final step, be sure to provide an Import Map Name prior to clicking Save & Run so the field mapping can be used again on a subsequent import
- If the fields are mapped correctly and the field contents are formatted the same way the field values are in NetSuite, the upload will show complete and the maintenance records in NetAsset will be available to view in NetSuite
- For more assistance on CSV uploads in NetAsset, please read through this article