Data Dictionary for Importing Items to EZRentOut

When importing your CSV data to EZRentOut, you need to map the columns to the appropriate fields available in EZRentOut. This comprehensive data dictionary helps break down the various fields in our application so you can carry out hassle-free imports.

Contents:

1. Assets
2. Asset Stock
3. Inventory
4. Vendors
5. Locations
6. Customers & Businesses

1. Assets

All items that you wish to rent out and track individually are categorized as Assets in EZRentOut. Examples of Assets include forklifts, laptops, cameras, etc.

#	Field Name	Description	Data Format	Char Limit
1	1st bracket (in Advanced Pricing)	Advanced Pricing features tiered rental rates based on the rental duration. Each bracket is a time period with its distinct rental rate. The 1st bracket is the first rental rate applied e.g. $70 charged per day between 0 to 2 days.	Numeric	Unlimited
2	2nd bracket (in Advanced Pricing)	Similar to 1st bracket, 2nd bracket is the second tier pricing e.g. $60 charged per day between 2 to 5 days.	Numeric	Unlimited
3	3rd bracket (in Advanced Pricing)	Similar to 1st bracket, 3rd bracket is the third tier pricing e.g. $55 per day for all days over 5.	Numeric	Unlimited
4	Advanced Pricing	The option to apply Advanced Pricing to an Asset. Specify ‘yes’ in the Excel file against the concerned Assets following Advanced Pricing.	Yes/No	N/A
5	Asset #	A system-generated identifier for each Asset.	Numeric	Unlimited
6	Asset Identification Number	A unique identifier for a particular Asset, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
7	Cost Price	The amount of money spent to purchase an Asset.	Numeric	Unlimited
8	Daily Rate	The fixed rental rate charged per day.	Numeric	Unlimited
9	Description	Any relevant information to elaborate on the Asset.	Alphanumeric	Unlimited
10	Display Picture URL	The option to add Asset images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol.	Alphanumeric	Unlimited
11	Document Attachments	Any relevant documents associated with the Asset.	N/A	N/A
12	Group	A collection of items with similar characteristics.	Alphanumeric	255
13	Hidden on Webstore	The option to hide a particular Asset from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Assets that are to be hidden.	Yes/No	N/A
14	Hourly Rate	The fixed rental rate charged per hour.	Numeric	Unlimited
15	Late Fee Rate	You have to enter two values in this field. The first is the additional amount charged if an Asset is returned past its due date. The second is specifying whether you wish to charge the late fee at a flat or varying rate.	Alphanumeric	Unlimited
16	Location Identification Number	A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
17	Location Name	The name of the place where the Asset exists at the time of creation.	Alphanumeric	255
18	Location #	A system-generated identifier for each Location.	Numeric	Unlimited
19	Monthly Rate	The fixed rental rate charged per month.	Numeric	Unlimited
20	Name	Specified name for the Asset.	Alphanumeric	255
21	Per Minute Rate	The fixed rental rate charged per minute.	Numeric	Unlimited
22	PO Identification Number	A unique identifier for a Purchase Order through which the Asset is purchased.	Numeric	255
23	Product Model Number	An Asset’s model number, specified by the manufacturer.	Alphanumeric	255
24	Purchased On	The date on which the Asset was purchased.	MM/DD/YY	N/A
25	Rental Meter Threshold	The rental meter tracks the elapsed time from the start of the rental period. Specify the Rental Meter Threshold to receive email alerts when rentals go past a designated duration.	Numeric	Unlimited
26	Restrict Document Access to Admins	The option to make the uploaded Documents accessible only to Admins.	Yes/No	N/A
27	Retire	The option to classify Assets as retired. Specify ‘yes’ in the Excel file against the concerned Assets at the time of import.	Yes/No	N/A
28	Retire Comments	Comments for retiring an Asset, e.g. detailed reasons or similar concerns.	Alphanumeric	Unlimited
29	Reason For Retiring	Reason for retiring an Asset from a list of predefined options.	Multiple choice	N/A
30	Retired On	The date on which the Asset was retired.	MM/DD/YY	N/A
31	Sale Price	The price at which the Asset is to be sold.	Numeric	Unlimited
32	Subgroup	A smaller set of similar items within a Group.	Alphanumeric	255
33	Tax free	The option to exempt tax collection while renting out an Asset. Specify ‘yes’ in the Excel file against the concerned Assets at the time of import.	Yes/No	N/A
34	Trackunit Serial Number	This number identifies the GPS device used.	Alphanumeric	Unlimited
35	Vendor	The individual or company that you purchased the Asset from.	Alphanumeric	255
36	Weekly Rate	The fixed rental rate charged per week.	Numeric	Unlimited

2. Asset Stock

Asset Stock includes items that you rent out in bulk instead of individually. An example of Asset Stock will be 100 foldable wedding chairs. All these chairs are going to be rented out together, therefore tracking them individually becomes unnecessary.

#	Field Name	Description	Data Format	Char Limit
1	1st bracket (in Advanced Pricing)	Advanced Pricing a.k.a tier pricing features differential rental rates based on rental duration. Each bracket is a time period with a distinct rental rate. The 1st bracket is the first rental rate applied e.g. $70 charged per day between 0 to 2 days.	Numeric	Unlimited
2	2nd bracket (in Advanced Pricing)	Similar to 1st bracket, 2nd bracket is the second tier pricing e.g. $60 charged per day between 2 to 5 days.	Numeric	Unlimited
3	3rd bracket (in Advanced Pricing)	Similar to 1st bracket, 3rd bracket is the third tier pricing e.g. $55 per day for all days over 5.	Numeric	Unlimited
4	Advanced Pricing	The option to apply Advanced Pricing to an Asset Stock. Specify ‘yes’ in the Excel file against the concerned Asset Stock following Advanced Pricing.	Yes/No	N/A
5	Asset Stock #	A system-generated identifier for each Asset Stock.	Numeric	Unlimited
6	Asset Identification Number	A unique identifier for a particular Asset Stock, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
7	Daily Rate	The fixed rental rate charged per day.	Numeric	Unlimited
8	Description	Any relevant information to elaborate on the Asset Stock.	Alphanumeric	Unlimited
9	Default Location Name	The name of the place where the Asset Stock exists at the time of creation.	Alphanumeric	255
10	Default Location #	A system-generated identifier for each Location.	Numeric	Unlimited
11	Display Picture URL	The option to add Asset Stock images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol.	Alphanumeric	Unlimited
12	Document Attachments	Any relevant documents associated with the Asset Stock.	N/A	N/A
13	Group	A collection of Items with similar characteristics.	Alphanumeric	255
14	Hidden on Webstore	The option to hide a particular Asset Stock from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Asset Stock that is to be hidden.	Yes/No	N/A
15	Hourly Rate	The fixed rental rate charged per hour.	Numeric	Unlimited
16	Late Fee Rate	You have to enter two values in this field. The first is the additional amount charged if an Asset is returned past its due date. The second is specifying whether you wish to charge the late fee at a flat or varying rate.	Alphanumeric	Unlimited
17	Location Based Threshold	Specified low stock threshold limit for the particular Location. Once the threshold is reached, an email alert will be sent out.	Numeric	Unlimited
18	Location Identification Number	A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
19	Low Stock Threshold	Specified low stock threshold limit for any Location. Once the threshold is reached, an email alert will be sent out.	Numeric	Unlimited
20	Monthly Rate	The fixed rental rate charged per month.	Numeric	Unlimited
21	Name	Specified name for the Asset Stock.	Alphanumeric	255
22	Per Minute Rate	The fixed rental rate charged per minute.	Numeric	Unlimited
23	Price for Add Stock	The amount of money spent to purchase one unit of Asset Stock.	Numeric	Unlimited
24	Product Model Number	An Asset Stock’s model number, specified by the manufacturer.	Alphanumeric	255
25	Reorder Quantity	The quantity to be placed on a new Purchase Order for the particular Asset Stock.	Numeric	Unlimited
26	Restrict Document Access to Admins	The option to make the uploaded Documents accessible only to Admins.	Yes/No	N/A
27	Retire	The option to classify Asset Stock as retired. Specify ‘yes’ in the Excel file against the concerned Asset Stock at the time of import.	Yes/No	N/A
28	Retire Comments	Comments for retiring an Asset Stock, e.g. detailed reasons or similar concerns.	Alphanumeric	Unlimited
29	Reason For Retiring	Reason for retiring an Asset Stock from a list of predefined options.	Multiple choice	N/A
30	Retired On	The date on which the Asset Stock was retired.	MM/DD/YY	N/A
31	Sale Price	The price at which one unit of Asset Stock is to be sold.	Numeric	Unlimited
32	Subgroup	A smaller set of similar items within a Group.	Alphanumeric	255
33	Tax Free	The option to exempt tax collection while renting out Asset Stock. Specify ‘yes’ in the Excel file against the concerned Asset Stock at the time of import.	Yes/No	N/A
34	Total Stock Cost	The cumulative cost of an asset stock item for a particular location. It can be calculated by the formula: The total amount of Asset stock = Price of Asset Stock per unit x No. of Asset Stock Units.	Numeric	Unlimited
35	Vendor	The individual or company that you purchased the Asset Stock from.	Alphanumeric	255
36	Weekly Rate	The fixed rental rate charged per week.	Numeric	Unlimited

3. Inventory

Consumable items that are sold go into Inventory. Inventory items aren’t meant to be returned once they leave the system, so you don’t have to worry about tracking them. For example, water bottles and batteries fall under the Inventory category.

#	Field Name	Description	Data Format	Char Limit
1	Asset Identification Number	A unique identifier for a particular Inventory item, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
2	Default Location Name	The name of the place where the Inventory exists at the time of creation.	Alphanumeric	255
3	Default Location #	A system-generated identifier for each Location.	Numeric	Unlimited
4	Description	Any relevant information to elaborate on the Inventory.	Alphanumeric	Unlimited
5	Display Picture URL	The option to add Inventory images with the help of a media file URL (e.g. OneDrive or Dropbox). The URL should be ‘https’ protocol.	Alphanumeric	Unlimited
6	Document Attachments	Any relevant documents associated with the Inventory.	N/A	N/A
7	Group	A collection of Items with similar characteristics.	Alphanumeric	255
8	Dropbox	The option to hide a particular Inventory from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Inventory that is to be hidden.	Yes/No	N/A
9	Inventory #	A system-generated identifier for each Location.	Numeric	Unlimited
10	Initial Stock Quantity	The quantity available when the Inventory is created.	Numeric	Unlimited
11	Location Based Threshold	Specified low stock threshold limit for the particular Location. Once the threshold is reached, an email alert will be sent out.	Numeric	Unlimited
12	Location Identification Number	A unique identifier for a particular Location, as assigned by the User. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
13	Low Stock Threshold	Specified low stock threshold limit for any Location. Once the threshold is reached, an email alert will be sent out.	Numeric	Unlimited
14	Name	Specified name for the Inventory.	Alphanumeric	255
15	Price for Add Stock	The amount of money spent to purchase one new unit of Inventory.	Numeric	Unlimited
16	Product Model Number	An Inventory item’s model number, specified by the manufacturer.	Alphanumeric	255
17	Reorder Quantity	The quantity to be placed on a new Purchase Order for the particular Inventory item.	Numeric	Unlimited
18	Restrict Document Access to Admins	The option to make the uploaded Documents accessible only to Admins.	Yes/No	N/A
19	Retire	The option to classify Inventory as retired. Specify ‘yes’ in the Excel file against the concerned Inventory at the time of import.	Yes/No	N/A
20	Retire Comments	Comments for retiring an Inventory item, e.g. detailed reasons or similar concerns.	Alphanumeric	Unlimited
21	Reason For Retiring	Reason for retiring an Inventory item from a list of predefined options.	Multiple Choice	N/A
22	Retired On	The date on which the Inventory was retired.	MM/DD/YY	N/A
23	Sale Price	The price at which one unit of Inventory is to be sold or consumed.	Numeric	Unlimited
24	Subgroup	A smaller set of similar items within a Group.	Alphanumeric	255
25	Tax Free	The option to exempt tax collection while renting out Inventory. Specify ‘yes’ in the Excel file against the concerned Inventory at the time of import.	Yes/No	N/A
26	Vendor	The individual or company that you purchased the Inventory from.	Alphanumeric	255

4. Vendors

You can add all vendors that are a part of your supply chain to the system to automate the procurement process.

#	Field Name	Description	Data Format	Char Limit
1	Name	Specified name for the Vendor (usually the company name).	Alphanumeric	255
2	Description	Any relevant information to elaborate on the Vendor.	Alphanumeric	Unlimited
3	Website	The URL of the Vendor’s website.	Alphanumeric	Unlimited
4	Address	The particulars of the Vendor’s physical store or office.	Alphanumeric	Unlimited
5	Fax	The number of the Vendor’s fax machine.	Alphanumeric	Unlimited
6	Email	The Vendor’s business email address.	Alphanumeric	255
7	Contact Person Name	Name of your person of contact for business dealings at the Vendor’s business.	Alphabet values	255
8	Phone	The Vendor or contact person’s telephone number.	Numeric	Unlimited

5. Locations

Keep your location’s directory online by adding Locations on to your EZRentOut account. You can also add different types of locations, such as the Order Location, the Pick Up Location, and the Shipping Location.

#	Field Name	Description	Data Format	Char Limit
1	Name	Specified name for the Location.	Alphanumeric	255
2	Description	Any relevant information to elaborate on the Location.	Alphanumeric	Unlimited
3	Street 1	Primary information of the address, such as the street number.	Alphanumeric	1000
4	Street 2	Secondary information of the address, such as apartment number.	Alphanumeric	1000
5	City	The city where the Location exists.	Alphabet values	Unlimited
6	Country	The country where the Location exists.	Alphabet values	Unlimited
7	State	The state where the Location exists.	Alphabet values	Unlimited
8	Zip Code	The area postal code of where the Location exists. Consisting of five or nine digits.	Numeric	Unlimited
9	Longitude	Specifying a Location with longitude degree measurements, e.g. 30°E. Note that you have to enter the coordinates in terms of East measurements since the system does not allow for West measurements to be mapped.	Alphanumeric	Unlimited
10	Latitude	Specifying a Location with latitude degree measurements, e.g. 15°N. Note that you have to enter the coordinates in terms of North measurements since the system does not allow for South measurements to be mapped.	Alphanumeric	Unlimited
11	Identification Number	A unique identifier for a particular Location. It can also be printed and scanned as part of a barcode.	Alphanumeric	255
12	Nest Location Under	The option to define a Location as the Parent Path and later nest locations under this path.	Alphanumeric	N/A
13	Location Path	The option to map trails or streets that lead to a certain Parent Location.	Alphanumeric	N/A
14	Hidden on Webstore	The option to hide a particular Location from being displayed on the Webstore. Specify ‘yes’ in the Excel file against the concerned Locations that are to be hidden.	Yes/No	N/A

6. Customers

The Customers module is further divided into two, Customers and Businesses. This helps you keep track of your individual customers, as well as all the customers associated with a particular business.

a) Customers

#	Field Name	Description	Data Format	Char Limit
1	Address Name	Specified name for the Customer’s address.	Alphanumeric	255
2	Address Line 1	Primary information of the address, such as the street number.	Alphanumeric	1000
3	Address Line 2	Secondary information of the address, such as apartment number.	Alphanumeric	1000
4	Business/Account	Choose from a dropdown menu what Business the Customer is associated with. You can also add a new business.	Alphanumeric	255
5	Category	Choose from a dropdown menu what type the Customer falls into based on their dealings with you: Good, Neutral or Bad. You can also add a new category.	Alphanumeric	30
6	City	The city where the Customer resides.	Alphabet values	Unlimited
7	Collect Tax	The option to collect tax from the Customer. Specify ‘yes’ in the Excel file against the concerned Customer.	Yes/No	N/A
8	Country	The country where the Customer resides.	Alphabet Values	Unlimited
9	Customer Identification Number	Unique identifier for a particular Customer, as assigned by the User.	Alphanumeric	255
10	Deactivated (Yes/No)	The option to specify whether the Customer is currently active or inactive. Specify ‘yes’ in the Excel file against the concerned Customer if they are deactivated.	Yes/No	N/A
11	Department	The division in which the Customer works within a business.	Alphanumeric	Unlimited
12	Description	Any relevant information to elaborate about the Customer.	Alphanumeric	Unlimited
13	Email Address	The Customer’s email address.	Alphanumeric	255
14	Email Subscription (Yes/No)	The option to specify whether the Customer will receive email alerts or not. Specify ‘yes’ in the Excel file against the concerned Customer.	Yes/No	N/A
15	Fax	The number of the Customer’s fax machine.	Alphanumeric	Unlimited
16	First Name(Yes/No)	The Customer’s personal name.	Alphanumeric	Unlimited
17	Last Name	The Customer’s surname.	Alphanumeric	Unlimited
18	Login Enabled (Yes/No)	The option to specify whether to give the Customer the ability to login to the system. Specify ‘yes’ in the Excel file against the concerned Customer if login is enabled.	Yes/No	N/A
19	Payment Term	Define the conditions under which a sale will be completed. Typically, these terms specify the period granted to a buyer to pay off the amount due. Choose the relevant payment term from the dropdown menu.	Alphanumeric	Unlimited
20	Phone Number	The Customer’s telephone number.	Numeric	Unlimited
21	Skip Confirmation Email (Yes/No)	The option to skip sending an email to the Customer asking them to confirm their account. Specify ‘yes’ in the Excel file against the concerned Customer to skip sending the email.	Yes/No	N/A
22	State	The state where the Customer resides.	Alphabet Values	Unlimited
23	Use Business Address (Yes/No)	The option to specify whether to use the Business address for the particular Customer. Specify ‘yes’ in the Excel file against the concerned Customer.	Yes/No	N/A
24	Use it for Billing (Yes/No)	The option to specify whether to use the same Business address for the billing address as well for the particular Customer.	Yes/No	N/A
25	Zip Code	The area postal code of where the Customer resides. Consisting of five or nine digits.	Numeric	Unlimited

b) Businesses

#	Field Name	Description	Data Format	Char Limit
1	Name	Specified name for the Business.	Alphanumeric	255
2	Description	Any relevant information to elaborate on the Business.	Alphanumeric	Unlimited
3	Status	Specify whether the Business is currently active or inactive. Specify ‘active’ in the Excel file against the concerned Business if they are currently active.	Active/Inactive	N/A
4	Industry	Choose from a dropdown menu what industry category is associated with the Business. You can also add a new industry.	Alphanumeric	Unlimited
5	Primary Contact Email	The email address of the primary person of contact for business dealings.	Alphanumeric	Unlimited
6	Email	The Business’s email address.	Alphanumeric	255
7	Phone Number	The Business’s phone number.	Numeric	Unlimited
8	Fax	The number of the Business’s fax machine.	Alphanumeric	Unlimited
9	Payment Term	Define the conditions under which you will complete a sale. Typically, these terms specify the period granted to a buyer to pay off the amount due. Choose the relevant payment term from the dropdown menu.	Alphanumeric	Unlimited
10	Address Name	Specified name for the Business’s address.	Alphanumeric	255
11	Address Line 1	Primary information of the address, such as the street number.	Alphanumeric	1000
12	Address Line 2	Secondary information of the address, such as apartment number.	Alphanumeric	1000
13	Country	The country where the Business exists in.	Alphabet Values	Unlimited
14	State	The state where the Business exists.	Alphabet Values	Unlimited
15	City	The city where the Business exists.	Alphabet Values	Unlimited
16	Zip Code	The area postal code of where the Business exists. Consisting of five or nine digits.	Nnumeric	Unlimited

About EZRentOut

We are a cloud based rental system that offers businesses seamless rental management. It also comes with a host of other features like asset tracking, maintenance management, a customized webstore, and much more. Try us out today!