Scanfile Population Guide

TABLE OF CONTENT

1. INTRODUCTION.......................................................................................................................1

2. ASSET VERIFICATION...............................................................................................................1

3. GEOGRAPHICAL PLACEMENT..................................................................................................2

4. RENTAL ASSETS.......................................................................................................................3

5. FIXED ASSETS..........................................................................................................................6

6. INSURANCE.............................................................................................................................6

7. VOLUMES................................................................................................................................7

8. USERS......................................................................................................................................7

9. ADDITIONAL QUERIES.............................................................................................................8

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1. INTRODUCTION

The purpose of this document is to assist Asset360 clients and partners with understanding and completing Version 1.9 of the Asset360 (A360) Pro Scanfile. Version 1.9 of the Pro Scanfile is divided into six separate categories. Each Pro Scanfile category comprises a unique set of criteria that must be correctly populated in order to successfully upload into the Asset360 platform.

In the next section, the first set of criteria related to the verification of physical assets is discussed. Thereafter, items related to the geographical placement and tracking of assets are examined, followed by sections related to understanding the rental and fixed asset obligations within the Scanfile. Finally, sections detailing insurer information, monthly asset volumes and user usage data, are discussed.

2. ASSET VERIFICATION

The following set of criteria form the asset verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

A. Asset Class – default classification is set to “Printer” and should remain standardised for all populated assets at this stage. Classification is simply used to differentiate Printer and Multi Functional Peripheral (MFP) devices from other asset classes that A360 plans to incorporate into its system.

B. Serial Number – codes should be transposed into cells exactly as seen on the physical devices. A standardised format should always be used to eliminate the unnecessary duplication of asset serial numbers. Common duplications include: W041100206 vs. 401100206.

C. Make – a standardised format should always be used to eliminate the unnecessary duplication of asset make. Common duplications include: Konica Minolta vs. KM vs. Konica Minolta Bizhub.

D. Model – a standardised format should always be used to eliminate the unnecessary duplication of asset models. Common duplications include: B283 vs. Bizhub 283 vs. Bizhub283.

E. Type – or asset type. One of three standardised options should always be used. Options include:

1. FIXED – use this option for assets on a fixed asset register;

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2. RENTAL – use this option for assets on a rental asset register;3. UNKNOWN – use this option for assets where contract information is either

incomplete or absent from contractual records.

3. GEOGRAPHICAL PLACEMENT

The following set of criteria form the geographical verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

F. IP Address – details the network location of an asset. Should be provided in the following format: XXX.XXX.XXX.XXX

G. Office Name – office name or office number should be provided. Where both options are available, both options should be included in the following format: “Office Number - Office Name”. E.g. “23 – CEO’s Office”.

H. Floor – floors should be provided for in a numerical and not a lettering format. Critically, a “0” should always be used when representing the ground floor of a building. Subsequently, basement floors should always be indicated as “-1” for one floor below ground and “-2” for two floors below ground etc.

I. Building Name – building names should always be provided exactly as stated by the organisation to which the building belongs. Additionally thereafter, the street number followed by the street name should be included. The first character of each word in a building’s name should always begin with a capital letter, unless buildings expressly begin with small letters. Single spaces should be used where multiple words are required. E.g. “Investec – 100, Grayston Drive”.

J. City – the first character of each word in a city’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. E.g. “Port Elizabeth”.

K. Region – typically the province in which the asset can be located is used to describe the region. The first character of each word in a region’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. E.g. “Western Cape”.

L. Office Architecture – one of six standardised options should always be used. Options include:

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1. LDOP (Low Density Open Plan) – used to describe an office environment where one user is on average, located within a space of 12m2;

2. MDOP (Medium Density Open Plan) – used to describe an office environment where one user is on average, located within a space of 8m2;

3. HDOP (High Density Open Plan) – used to describe an office environment where one user is on average, located within a space of 5m2;

4. LDCO (Low Density Cellular Office) – used to describe an office environment where there is on average, one user per office;

5. MDCO (Medium Density Cellular Office) – used to describe an office environment where on average, two people occupy one single office;

6. HDCO (High Density Cellular Office) - used to describe an office environment where on average, more than two people occupy one single office.

M. Operating Shift – one of three standardised options should always be used. Options include:

1. S – used to denote the word single and to indicate a single shift print room environment – up to 8 hours of daily operation;

2. D – used to denote the word double and to indicate a double shift print room environment – between 8 and 16 hours of daily operation;

3. T – used to denote the word triple and to indicate a triple shift print room environment – between 16 and 24 hours of daily operation.

N. Department – This should co-inside with the department structure of the client, therefore it could either be a department name like “IT” or “Finance”, or a department code like “01432” – it depends on what the client needs in order to refer to the department correctly from within the client’s structure. The first character of each word in a department’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. Where a department’s name is either not stipulated or does not apply, cells should remain blank.

O. Cost Centre – This should co-inside with the cost centre structure of the client, therefore it could either be a cost centre name like “IT” or “Finance”, or a cost centre code like “01432” – it depends on what the client needs in order to refer to the department correctly from within the client’s structure. The first character of each word in a cost centre’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. Where a cost centre’s name is either not stipulated or does not apply, cells should remain blank.

4. RENTAL ASSETS

The following set of criteria form the rental asset verification category of Version 1.9 of the A360 Pro Scanfile. Critically, points AH and AI, found in the forthcoming; fixed asset section are relevant to both fixed and rental asset registers. Point AH and AI should thus simultaneously be

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gathered during the completion of this section and the next. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

P. Contract Name – the descriptive name of the Master Contract. The contract description of a master contract is generally a contract number such as “WTS123 / 16”. The first character of each word in a contract name should always begin with a capital letter. Single spaces should be used where multiple words are required. Critically, the presence of a contract name is mandatory for all assets that have been classified as rental assets (see point E above). Where a contract name is not available, the generic allocation of “Contract 1” should apply, followed thereafter by “Contract 2”, “Contract 3” etc. as required. Cells should NOT remain blank.

Q. Contract Start Date – indicates the start date of a particular contact. Critically, the presence of a contract start date is mandatory for all assets that have been classified as rental assets (see point E above). The following format should always be applied: “DD/MM/YYYY”. Additionally, the cell format for this column should always be set to “text” when completing.

R. Contract Term Period – the contract period indicated in months. The cell format for this column should always be set to “general” when completing.

S. Addendum Name – the descriptive name of the Contract Addendum. The first character of each word in a contract name should always begin with a capital letter. Single spaces should be used where multiple words are required. Where a contract name is not available, the generic allocation of “Addendum 1” should apply, followed thereafter by “Addendum 2”, “Addendum 3” etc. as required. Cells should NOT remain blank.

T. Addendum Start Date – indicates the start date of a particular addendum. Critically, the presence of an addendum start date is mandatory for all assets that have been classified as rental assets (see point E above). The following format should always be applied: “DD/MM/YYYY”. Additionally, the cell format for this column should always be set to “text” when completing.

U. Addendum Term Period – the addendum period indicated in months. The cell format for this column should always be set to “general” when completing.

V. Renegotiation Date – indicates the renegotiation date for a particular contract. This date is generally a date set internally by the client, preceding the date set by the termination clause where the client allows for sufficient time to decide whether or not a contract should be cancelled or renewed. If a renegotiation date is available, the

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following format should always be applied: “DD/MM/YYYY”. The cell format for this column should always be set to “text” when completing. The presence of a renegotiation date is optional, and where a date is not available, cells should remain blank – this will result in the default renegotiation date being set to a period of two weeks before contract expiry date.

W. Financier – or financing institution. Critically, the exact registered name of the entity should be used, in order to eliminate any duplication of entity names on our database. The first character of each word in a financier’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. E.g. “Standard Bank”. Where a financier is either not stipulated or does not apply, cells should remain blank.

X. Rate – the percentage rate at which interest is charged on a rental contract agreement. The cell format for this column should always be set to “number” when completing.

Y. Rate Type – refers to the point X above. One of two standardised options should always be used. Options include:

1. LINKED – used to indicate a contractual interest rate that is linked to the South African Prime rate;

2. FIXED – used to indicate a contractual interest rate that is fixed for the period of the contract.

Z. Rate is Estimated – refers to point X above. One of two standardised options should always be used. Options include:

1. N – used to denote the word no and indicates that the rate given in point X above, is not estimated and represents the actual rate stipulated on the rental contract agreement;

2. Y – used to denote the word yes and indicates that the rate given in point X above, is estimated and does not necessarily represent the actual rate stipulated on the rental contract agreement;

AA. Escalation – the escalation percentage is a specific compound interest amount that dictates the rate at which the rental payment amount increases annually. In this field you will indicate “0 “if there is no escalation clause. Alternatively, the percentage rate at which the rental amount increases per annum, should be stipulated (see point AB below). The cell format for this column should always be set to “number” when completing.

AB. Payment Amount – the monthly amount payable on rental assets (indicated in Rands) as stipulated in the rental contract agreement of the asset. The cell format for this column should always be set to “number” when completing.

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AC. Payment Type – refers to point AB above. One of two standardised options should always be used. Options include:

1. ADVANCE – used to indicate payments due monthly in advance;2. ARREARS - used to indicate payments due monthly in arrears.

AD. Residual Amount – the calculated or stipulated residual value of a particular asset. The cell format for this column should always be set to “number” when completing.

5. FIXED ASSETS

The following set of criteria form the fixed asset verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

AE. Supplier – the first character of each word in a supplier’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. E.g. “Konica Minolta”. Where a supplier is either not stipulated or does not apply, cells should remain blank.

AF. Purchase Date – indicates the purchase date of a particular asset. Critically, the presence of a purchase date is mandatory for all assets that have been classified as fixed assets (see point E above). The following format should always be applied: “DD/MM/YYYY”. Additionally, the cell format for this column should always be set to “text” when completing.

AG. Purchase Order – the descriptive name of an asset’s purchase order documents. The first character of each word in a purchase order’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. Where a purchase order’s name is not stipulated, the generic allocation of “PO-1” should apply, followed thereafter by “PO-2”, “PO-3” etc. as required. Cells should NOT remain blank.

AH. Depreciation Period – the straight-line depreciation period, given in months, over which the value of an asset will reduce from its original purchase value (see point AH below) down to a value of R0.00. The cell format for this column should always be set to “general” when completing.

AI. Purchase Amount – the initial purchase price, purchase amount or present value or a particular asset. The cell format for this column should always be set to “number” when completing. Critically, this field is also relevant for rental assets and can be used to calculate point X above.

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6. INSURANCE

The following set of criteria form the insurance verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

AJ. Insurer – critically, entities must be documented by their exact registration name. The first character of each word in an insurer’s name should always begin with a capital letter. Single spaces should be used where multiple words are required. E.g. “Mutual And Federal”. Where an insurer is either not stipulated or does not apply, cells should remain blank.

AK. Insurance Policy Number - codes should be transposed into cells exactly as seen on insurance policy documentation. Where an insurance policy code is either not stipulated or does not apply, cells should remain blank.

7. VOLUMES

The following set of criteria form the volume verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

AL. Mono Volume – indicates the monthly, monochrome (black and white) volume for an asset. The cell format for this column should always be set to “general” when completing.

AM.Colour Volume - indicates the monthly, colour volume for an asset. The cell format for this column should always be set to “general” when completing.

8. USERS

The following set of criteria form the user verification category of Version 1.9 of the A360 Pro Scanfile. It is important to note that all characters, letters, numbers and spaces are case sensitive and thus should be carefully considered when populating. Each item’s lettering code below, corresponds directly with the columns where that particular item can be found on the physical A360 Pro Scanfile (Version 1.9):

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AN.Number of Users – indicates how many users are strictly assigned to a particular asset. Where exact user numbers are not immediately available and or where the users of a particular asset vary, best guess estimates can be used. Thereafter however, measures need be to be taken in order to establish exact user numbers.

9. ADDITIONAL QUERIES

For any additional information or queries related to the completion of V1.9 of the A360 Pro Scanfile, please contact our Asset360 Pro Scanfile support team:

Byron Snyman

Asset360 Product Specialist

Email: byron@fine-print.co.za

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