Spreadsheet Import

The Spreadsheet Import command imports asset records from a Microsoft Excel spreadsheet into Fixed Assets. You can use this command when you start using the Fixed Assets module for the first time or for ad hoc imports later on. The spreadsheet must be saved as FixedAssetsImport.xls in the ?_Spreadsheet sub folder of the company's DATA folder before you run the import. To create an example spreadsheet, click the Example XLS button. The structure of your spreadsheet must be the same as the example spreadsheet.

Tip: Import your data into the Demonstration Data company (Orion Vehicles Ltd - Company Z) before importing data into your company. You will need to set up your Assets Categories in the Demonstration Data company beforehand.

Important:

1. Before running the import in your live company, take a backup of your company's data.
2. Microsoft Excel must be installed on the PC to import the data.

The import the uses the depreciation method and most of the Nominal Ledger accounts for each asset from its asset category.

Spreadsheet Structure

Field	Description	Type	Length	Notes
asset	Asset Reference	C	8
sub_asset	Asset Sub Reference	C	4	This can be blank
description	Asset Description	C	40
status	Asset Status	C	1	N = New, L = Live, D = Disposed, F = Fully Depreciated, R = Renumbered, U=Unallocated (no Cost Centre or Location)
category	Asset Category	C	4	Must be a valid category in the category table (FCATG) Note: The import the uses the depreciation method, and the Nominal Ledger accounts for each asset (other than the Allocation Nominal Ledger depreciation account) from its asset category.
original_price	Original Price	N	13	Include two decimal places
purchase_date	Purchase Date	C	8	The acquisition date. This cannot be later than the end of the Fixed Assets year
residual_value	Residual Value	N	13	Include two decimal places
original_qty	Original Quantity	N	8	The original quantity of the asset. Cannot be zero or less. If an asset is split over more than one location, this quantity is for all locations.
current_qty	Current Quantity	N	8	Cannot be less than zero or the original quantity
depr_start_date	Depreciation Start Date	C	8	Cannot be less than the acquisition date
expected_life	Expected Life	N	4
remaining_life	Remaining Life	N	4	Cannot be more than expected life
depr_rate	Depreciation Rate	N	13	Include two decimal places
depr_todate	Accumulated Depreciation To Date	N	13	Include two decimal places
current_nbv	Current Net Book Value	N	13	Include two decimal places Note: The import fails if the capital cost value (capital_cost) less the depreciation to date value (depr_todate) does not equal the net book value (current_nbv).
capital_cost	Capital Cost	N	13	Include two decimal places
purchase_type	Purchase Type	C	1	C=Company Owned, F=Finance Lease, H=HP/Lease Purchase, L=Operating Lease, O=Other
capitalise	Capitalised Indicator	C	1	Y or N, T or F
quantity	Quantity	N	8	The quantity at the location. If an asset is split over more than one location, this quantity is for the location in question only.
nl_depr_alloc	Allocation Nominal Ledger depreciation account	C	8>	Only if Fixed Assets is linked to the Nominal Ledger. Note: If this is left blank the nominal account for depreciation linked to the Asset Category on the import record will be used. Asset categories are created and maintained on the Fixed Assets - Maintenance - Asset Categories form.
cost_year_start	Asset cost at the start of the year	N	13	Include two decimal places
qty_year_start	Quantity at the start of the year	N	8
nbv_year_start	Net Book Value at the start of the year	N	13	Include two decimal places
depr_this_year	Depreciation this year	N	13	Include two decimal places
serial_number	The asset's serial number	C	30	This is an optional reference if the asset has one. You could also use this box for another purpose.
The fields below are relevant if the Advanced Nominal Ledger is used. If these fields have entries on the import record, the import will check the Nominal Dimensions settings (Project and Department) for the Nominal Ledger codes attached to the Asset Category code in the Category field above. If either of the dimensions settings on a category's Nominal Ledger Account is: 'Mandatory', the import record must include one or two dimensions for the asset. If they are not included, the record will not be imported. 'Optional', the import record may include a dimension for the asset. If they are not included, the record will still be imported. 'Do Not Use', the import record should not include a dimension for the asset. If they are included, the record will still be imported but the dimensions will be ignored. For more information, see the Nominal Ledger Accounts Help topic - Advanced Nominal Dimensions section. The project and department codes must already exist in the related lookup tables in the Nominal Ledger before the import is allowed.
original_cost_proj	The project linked to the Original Cost Nominal Ledger account held on the asset's Asset Category record.	C	8
original_cost_dept	The department linked to the Original Cost Nominal Ledger account held on the asset's Asset Category record.	C	8
depr_td_proj	The project linked to the Accumulated Depreciation To Date Nominal Ledger account held on the asset's Asset Category record.	C	8
depr_td_dept	The department linked to the Accumulated Depreciation To Date Nominal Ledger account held on the asset s Asset Category 'record.	C	8
disposal_adjust_proj	The project linked to the Disposal adjustment Nominal Ledger account held on the asset s Asset Category 'record.	C	8
disposal_adjust_dept	The department linked to the Disposal adjustment Nominal Ledger account held on the asset s Asset Category 'record.	C	8
depr_account_proj	The project linked to the Depreciation account Nominal Ledger account held on the asset s Asset Category 'record.	C	8
depr_account_dept	The department linked to the Depreciation account Nominal Ledger account held on the asset s Asset Category 'record.	C	8

Note: C = Character, N = Numeric, D = Date, L = Logical