MXSuite Excel Import – Export In this chapter you can find technical details on preparing an import per module.  General info Import field relations with general data If you filled in the following columns in the Excel file:  Budgetcodes  Currencies Product categories Units Ranks Then this data must exist in the Administration module All fields in the Excel file must be in text format. For example, if there is a problem after importing inventory with the PartNumber (column C) change the format of this column (Right mouse click on this column, select Format Cells) to category General  Do not change the top row of the Excel file! If this is changed, the import will fail AssetsCategories General The categories will be used to link all maintenance tasks and spare parts to a category. The sheet in the Excel file is called “AssetsCategories” Details fields To fill the Excel file correctly, make sure that all fields are filled correctly. Below are the fields listed. Field MAX Characters Required Comment ID 128 Id number of the category ParentCategories If this category is a child of another category, enter the ID number of the parent category, followed by a space, followed by the name of the parent category Name 128 X Name of the category IsCritical 5 True or False IsOperationalCritical 5 True or False Priority 18.2 Number with 2 decimals, separated by a comma Comments 1024 Comment for the category Defaultcounter 128 Preferred counter for counter-based maintenance tasks. The name of the counter should be mentioned Example AssetsCategoriesProperties This part is used to load all Category Attributes in MXSuite. The sheet in the Excel file is called “AssetsCategoriesProperties”. Details fields To fill the Excel file correctly, make sure that all fields are filled correctly. Below are the fields listed. Field MAX Characters Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, > , and a space, followed by the ID + name of the subcategory Name X The Name of the attribute Value The Value of the attribute Type X The Type of the attribute, the default value is None ShowOnServiceOrders If this information must be printed on the Service order, set the value to True; otherwise, set it to False ShowOnProductOrders If this information must be printed on the Product order, set the value to True; otherwise, set it to False Example Counters General This part is used to load all counters in MXSuite. The sheet in the Excel file is called “Counters”. Details fields To fill the Excel file correctly, make sure that all fields are filled correctly. Below are the fields listed. Field MAX Characters   Required Comment Name 128 X Name of the Counter Unit 128 X The unit name should exactly match the name of the Unit as known in Administration -> Units AveragePerWeek X The maximum average per week for the selected unit. For unit Running hours, the average must be set to 168 ActualCounterValue X The actual counter value for the imported counter machine ParentCounter If the counter will use the input from another counter, specify here the countername Example AssetsTasksGroups General All maintenance tasks are linked to a maintenance job plan. The job plan is linked to a category. So the maintenance job plans are between the categories and maintenance tasks. The sheet in the Excel file is called “AssetsTasksGroups”. Details fields To fill the Excel file correctly, make sure that all fields are filled correctly. Below are the fields listed. Field MAX Characters   Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, > , and a space, followed by the ID + name of the subcategory Name 128 X Name of the group ID 128 ID number of the group CostCode The Costcode name should exactly match the  name of the Budgetcode as known in Administration -> Budgetcodes Example AssetsTasks General This part is used to load all tasks in MXSuite. The sheet in the Excel file is called “AssetsTasks”. Details fields To fill the Excel file correctly, make sure that all fields are filled correctly. Below are the fields listed. Field MAX Characters  Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, > , and a space, followed by the ID + name of the subcategory AssetsTasksGroupName 128 X Name of the group which the maintenance task is connected.  TaskType 9 X Type of the interval of the maintenance task. 2 options are possible:  - Recurring: This is used if the task needs to be done according to a given interval - OneTime: This is used if the task needs to be done one time. There is no interval connected ID 128 ID number of the maintenance task TaskName 128 X The name of the maintenance task UseTaskOnce 5 If the TaskType is set to Onetime, this setting must be set to True  Otherwise, this setting must be set to False IsDefect 5 Only if the Tasktype is set to Onetime, and the UseTaskOnce is set to True, can this setting be set to True if the task is a defect. Usually, this setting is False. IsCounterBased 5 If the maintenance task is based on running hours, this must be set to True; otherwise, fill in the option False. If the maintenance task is both based on running hours and time-based, set this to True. In column Duedate, fill in the proper date, and fill in column DueRunningHours, the due running hours value IsRemarkMandatory If a remark is mandatory during marking a maintenance task as done, set this to True If no remark is needed during marking a maintenance task as done, set this to False CostCode 50 The Costcode name should exactly match the name of the Budgetcode as known in Administration -> Budgetcodes IsFixedInterval 5 If the maintenance task has a fixed interval, set this option to True. Otherwise, fill in option False  IntervalValue If the task has a time interval, fill in here the value of days/weeks/months If the task has a counter interval, fill in the value of the counters If the task is a one-time task, leave this field empty If the task is a docking task, leave this field empty IntervalType 6 X* * In case that the task is not a counter-based task or the field IsDocking = false, this field is mandatory Fill in here the type of interval. Possible values are: -    Days -    Weeks -    Months DueDate 19 X* * In case that the task is not a counter-based task or the field IsDocking = false, this field is mandatory. The due date of the task. Written in the date-time format of the PC that imports the file. The default Dutch format is D-M-YYYY HH:MM:ss MaximumIntervalValue If the task is based on counters and time-based, fill here the number of days/weeks/months MaximumIntervalType 6 X* * In case a value is entered in MaximumIntervalValue, this field is mandatory. Fill in here the type of interval. Possible values are: -    Days -    Weeks -    Months RunningHoursMachine X* *In case the task is counter-based, this field is mandatory.  Fill in the name of the related counter machine here. DueRunningHours X* *In case the task is counter-based, this field is mandatory. Fill in here the value of the counter when the task becomes due. A numeric value is accepted without decimals. IsProject 5 Is the task is related to a project, set the value to True, otherwise set to False DownTime The time needed to finish the task in hours. Only a numeric value without decimals is accepted. WarningPeriod Here, the warning period as a numeric field in combination with the field WarningType. For example, WarningPeriod 7 and WarningType 1 mean that the task becomes due 7 days before the due date; in this case, fill in number 7. WarningType 1 Fill in here the type of interval. Possible values are: Value 1 for the interval in days Value 2 for the interval in weeks Value 3 for the interval in months LongDescription The long task description where the procedures can be described how to perform the task. With Alt-Enter in the Excel sheet, the text starts on a new line. Note: layout formatting is not possible via the import from Excel. TaskCompletionNeedsApproval 5 If the task needs to be approved by another rank, set the value to True. If the task does not need to be approved by another rank, set the value to False. Note:  The approver rank can be entered in Sheet: AssetsTasksApproversRanks IsAttachmentMandatory 5 If an attachment is required when completing the task, set this value to True If an attachment is not required when completing the task, set this value to False Priority The possible priorities are:    - Top priority - Urgent - High - Normal - Low - Not prioritized The priorities can be managed in Administration -> Lookups -> Task priority AssetsTasksRanks General This part is used to link ranks to a task. The sheet in the Excel file is called “AssetsTasksRanks”. Details fields To fill the Excel file correctly, ensure that all fields are completed accurately. Below are the fields listed. Field MAX Characters  Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, > , and a space, followed by the ID + name of the subcategory AssetsTasksGroupName 128 X Name of the group to which the maintenance task is connected.  TaskName 128 X The name of the maintenance task RankName X The name of the rank that must be linked to the task If more ranks must be linked to one task, add per rank a new line to be linked to the task. AssetsTasksApproversRanks General This part is used to link the ranks that must approve the task signoff. The sheet in the Excel file is called “AssetsTasksApproversRanks”. Details fields To fill the Excel file correctly, ensure that all fields are completed accurately. Below are the fields listed. Field MAX Characters  Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, >, and a space, followed by the ID + name of the subcategory AssetsTasksGroupName 128 X Name of the group to which the maintenance task is connected.  TaskName 128 X The name of the maintenance task RankName X The name of the rank that must approve the task signoff  If more ranks can approve the task signoff, add a new line per rank to be linked to the task. AssetsTasksParts General This part is used to link the parts that are used during the task sign-off. The sheet in the Excel file is called “AssetsTasksParts”. Details fields To fill the Excel file correctly, ensure that all fields are completed accurately. Below are the fields listed. Field MAX Characters  Required Comment ParentCategories X Show the category path of the category that this entity needs to be connected to. If this is linked to a subcategory, enter the ID + name of the main category, followed by a space, >, and a space, followed by the ID + name of the subcategory AssetsTasksGroupName 128 X Name of the group to which the maintenance task is connected.  TaskName 128 X The name of the maintenance task Owncode 50 X The unique number of the part that will be linked to the task Quantity X The quantity of the part that will be used during the task sign-off CostCode 50 Lookup to the Cost Codes as defined in the tab Administration. This should exactly match the  name of the cost code.