> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/assets/inventory/record-and-import-inventory.md). # Record and import inventory Add existing devices, contracts and subscriptions to the inventory individually or via Excel import. You add existing devices, contracts and subscriptions that were not ordered through equipme to the inventory in two ways: individually via **"Record inventory"** or in bulk via **Excel import**. {% hint style="info" %} Recorded and imported services are **active immediately**. Approval and ordering are skipped. There is **no retroactive billing**: one-time costs are not charged afterwards, and monthly costs count from the next billing interval. {% endhint %} **Prerequisites:** the permission "Record service instances & inventory" (administrators have it by default) and, for hosted customers, the **Internal inventory** module enabled by the provider. If the module is not active, "Record inventory" leads to an information page. ## Recording individually **Path:** "Inventory" → **"Record inventory"** (or the dashboard quick action "Record inventory") The dialog has three steps: 1. **"Product"** * Enter a "Name". Existing products are suggested; if you choose one, its details are adopted. * For new products: "Brief description", "Category", "Image" as well as "Can be assigned to employees" and/or "Can be assigned to locations". 2. **"Procurement"** * Offer type: **"Purchase"**, **"Rent / Subscription"**, **"Mobile contract"** or **"Leasing"**. * Optional "Supplier" (an [offline supplier](/dokumentation/offer-management/suppliers.md)). * Costs: one-time costs or procurement price; for rent, mobile contract and leasing additionally "Monthly costs". * "Procurement date", term or warranty in months, for rent, mobile contract and leasing "Term extension (months)". 3. **"Details"** * "Quantity". * Assignment: "Employee" and/or "Location" or "Warehouse". * Only for quantity 1: "Inventory number", "Additional information" (property/value, e.g. serial number) and "Note". Finish with **"Save & Close"** or **"Save & Record more"**. With multiple items, the assignment applies to all of them; you maintain details such as serial numbers afterwards on the respective [detail page](/dokumentation/assets/inventory/asset-details.md). ## Importing inventory via Excel **Path:** "Inventory" → **"Import"** The import wizard has four steps: **"Source" → "Data mapping" → "Editing & selection" → "Preview & Import"**. It is designed for desktop use. ### Choosing the import type | Import type | Used for | | --------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------- | | **"Inventory"** | Existing devices, contracts and subscriptions with your own cost information | | **"From active portfolio"** | Services that are already offered in the Marketplace. Service and variant names must match exactly; empty price fields adopt the portfolio price. | ### Preparing the file In the first step, download the **sample file**. If you use this template, the wizard maps the columns automatically. | Column | Required | Note | | --------------------------- | ----------------- | -------------------------------------------------------------------------------------------------------------------- | | "Service name" | ✓ | | | "Offer type" | ✓ | "Purchase", "Rent", "Mobile contract" or "Leasing", or the keys `purchase`, `rental`, `telecommunication` or `lease` | | "Term" | ✓ | in months | | "Term extension" | ✓ | in months | | "Activation date" | ✓ | | | "Recurring price" | ✓ for "Inventory" | | | "One-time price" | ✓ for "Inventory" | | | "Different invoice issuer" | | | | "Expiration date" | | | | "Employee (username/email)" | | Email address or login name of the employee | | "Location name" | | Exact location name. The value "Homeoffice" assigns the employee's home office. | | "Warehouse" | | ja/nein (yes/no). For a warehouse location, "Warehouse" must be ja. | | "Inventory number" | | | | "Note" | | | | Variants and variant prices | | only for "From active portfolio", multiple values separated by semicolons | You adopt **additional columns** such as "Serial number" or "IMEI" as features: add them manually in the "Data mapping" step. ### Common import errors | Message or problem | Solution | | ------------------------------------------------------------- | -------------------------------------------------------------------------------- | | Employee or location not found | Check the spelling; specify employees by their email address. | | "The selected location requires an active column: Warehouse." | For warehouse locations, set the "Warehouse" column to "ja". | | Invalid activation or expiration date | Check the date format. | | Unknown offer type | Only use the values listed above for purchase, rent, mobile contract or leasing. | | Multiple products or offers found | Make the service name unique. | You import cloud resources via ["Service catalog" → "Cloud services" → "Import"](/dokumentation/assets/service-catalog.md#cloud-services). --- # Agent Instructions This documentation is published with GitBook. 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