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Importing Locations and Bldg./Units

Locations typically describe the facilities in your organization. (Dude Elementary, Dude Hall, Maintenance Shop, etc.)

 

For organizations that have multiple campuses or sites, each with multiple facilities on them, you may decide to use Locations to describe the campus. Then you can use the Bldg./Unit field to describe the structures on each campus.

 

     The Dude Says:

In Capital Forecast, you must choose whether the system will model your needs using your Locations or your Bldg./Units. If you select Locations, you do not need to add Bldg./Units to the account. If you select for the model to use Bldg./Units, you are required to set up at least one Location. This is because Locations and Bldg./Units have a parent/child relationship in Dude Solutions applications. A Bldg./Unit must be assigned to a Location.

Once you have made this selection in Capital Forecast, it cannot be changed. If you decide that you must switch your selection, contact the Dude Solutions Client Service Center for assistance.

How to Import New Locations and Bldg./Units

To import new Locations and Bldg./Units, you will use an Excel template available in your account to fill in the information that is necessary when adding a Location or Bldg./Unit.

Downloading and Using the Template

  • Click on the Import Data link under the Information & Analysis section of your home page.
  • Hover your mouse over the Shortcuts menu and click on Import.
  • Click on the Download Template link next to Locations - Bldg./Units and open the file.
  • The Locations and Bldg./Units Import Template spreadsheet will open in Excel. Each row in the spreadsheet will be a new Location that is imported into your account and each column represents information that can be added to the Location you are importing.
  • The following fields are required and recommended when importing Locations - Bldg./Units:
    • Location Code- this field can be left blank when importing a new Location. If you need to enter a Location Code, be sure it is unique to the Location. If a Location Code is entered that matches an existing Location Code in your account, the record will be updated rather than created.
    • Location(required)- enter the name of the Location in this field. If a Location is entered that matches an existing Location in your account, the record will be updated rather than created.
    • Location Date Built(required) - Enter the date the Location was built in mm/dd/yyyy format.
    • Location Square Footage- enter the Square Footage of the Location. *Note: While this field is not required, we strongly recommend entering this information if you are using Capital Forecast's included model values and Building Types.
    • Location Notes- enter any additional notes about the Location.
    • Bldg./Unit Code- this field can be left blank when importing a new Bldg./Unit. If you need to enter a Bldg./Unit Code, be sure it is unique to the Bldg./Unit. If a Bldg./Unit Code is entered that matches an existing Bldg./Unit Code in your account, the record will be updated rather than created.
    • Bldg./Unit(required if you are importing Bldg./Units and your account is set to model based on Bldg./Units)- enter the name of the Bldg./Unit in this field. If a Bldg./Unit is entered that matches an existing Bldg./Unit in your account, the record will be updated rather than created.
    • Bldg./Unit Date Built(required if you are importing Bldg./Units and your account is set to model based on Bldg./Units) - Enter the date the Bldg./Unit was built in mm/dd/yyyy format.
    • Bldg./Unit Square Footage- enter the Square Footage of the Bldg./Unit. *Note: While this field is not required, we strongly recommend entering this information if you are using Capital Forecast's included model values and Building Types.
    • Building Type(required) - Select the Building Type the best matches the Location or Bldg./Unit you are importing. *Note: If you are using a custom Building Type, it must be created in the account before importing. Be sure to type the your custom Building Type name exactly as it appears in your account.
    • CRV- enter the CRV as a number, not a currency. *Note: The CRV will automatically be calculated based on the Location/Bldg./Unit Square Footage and Building Type if no value is entered.
  • Save the template file as .xls or .xlsx. Name the file and save it in a location that is easily found on your computer.

Importing the Spreadsheet

  • Click on the Import Data link under the Information & Analysis section of your home page.
  • Hover your mouse of the Shortcuts menu and click on Import.
  • Select Locations - Bldg./Units under Import Type.

 

 

  • Search for the file that you saved and select it to upload.
  • Make sure Sheet1 is entered in the Excel Sheet Name. This must match the name of the Excel worksheet in the saved file.
  • Click Upload.
  • On the Submit Import page, make sure the Field name and the Excel Column Names match.
  • Click the Validate button at the bottom of the screen.
  • When your file has been accepted on the Import Validation screen, click the Import Data button to import your Locations and Bldg./Units.

 

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