Import assets (File->Company menu)

Import a master set of assets from a text file.

 

image\bm4.gif  If security is in effect, you need Level 10, All or Company Options to access this option. Learn More

 

The Import master files command is used to read a set of assets in from a text file. This allows you to set up a company with assets maintained in a different program, or to simply read in assets that have been listed in a spreadsheet such as Excel.

 

Assets will be created in the major group IMPORT, with minor group, branch and department as specified for each asset. Each asset's information will be read in as of the beginning of the current financial year. Any additions or disposals in the current year will need to be entered after the import has been carried out. Acquisitions in the current financial year must specify zero accumulated depreciation.

 

Perform a full backup before starting!

 

 

Import files

 

The Import command reads assets from a specially-formatted text file. The format is described below, but a sample Excel spreadsheet named AssetMaster.XLS is provided on request and can be used to generate an import file as follows:

 

1. Export your current database or spreadsheet to a new Excel spreadsheet. (Office 2000 or above format recommended)

2. Arrange the data into the columns as in the sample. The order of the columns must be strictly followed. The first three lines are reserved for headings and will be ignored by the import process.

3. Save the Excel Spreadsheet as 'Import.txt', using Save As and specify the Save As Type as "Text (Tab delimited) (*.txt)". The tab delimited file can be created directly by other methods

4. Take a backup of the fixed assets database.

5. Run the import process from inside the fixed assets program.

6. Review the imported data.

 

If any unexpected errors or results occur during the import, check your file against the template below for mismatches. If you can't find any reason for the problems, please contact Mindbow.

 

 

Starting an import

 

Once you have made a backup and have the import file ready to be read, you can begin. To import the file:

 

1. Click the Import assets option of the Company menu. Fixed Assets will ask you if the file is ready; click Yes. Clicking Help will open this help page.

2. In the Look in box, click the drive or folder that contains the file.

3. In the folder list, select the folder that contains the file you want.

4. Click on the file's name, or enter it in the File name field.

 

All assets in the file will be imported. When the import is complete, the following details will be reported:

 

1. The total number of assets successfully imported.

2. The number of assets rejected because their codes clashed with existing assets. Asset codes must be unique.

3. The number of assets rejected as invalid. These will have to be checked in the import file.

 

If any other errors occur a full error description will be reported. Revert to the backup, and rectify the problem or seek help.

 

image\bm1.gif  Once the assets have been imported, minor groups can be dragged from IMPORT to different major groups using the Groupings window.

 

 

Import file format

 

Fields are delimited by tab characters (ASCII character 9). The first three lines of the file are reserved for headers and will be ignored during import. All other lines of the file must contain the following fields, in order. All fields must be present unless specified otherwise.

 

Asset code

The asset's code. This must be unique; if an asset already exists with the given code, the import line will be rejected.

Description

The asset's description.

Notes

Any further information. May be left blank.

Quantity

The asset's quantity, used for sets of identical assets such as chairs. This field is optional and has no effect on depreciation calculations, but is correctly updated by disposal and addition transactions.

Serial number

May be left blank.

Branch

The asset's branch. If the branch doesn't exist it will be created.

Department

The asset's department. If the department doesn't exist it will be created.

Minor group

The asset's minor group. If this already exists it must be a member of the IMPORT major group; if it doesn't already exist it will be created in that group.

Tax depreciation type

This must be one of "S", "D" or "N" or other allowed methods (See Methods)

Tax depreciation rate

The depreciation rate for the tax schedule.

Accounting depreciation type

This must be one of "S" (for straight line), "D" (for diminishing value) or "N" (if no depreciation)

(Or other supported methods: see Methods)

Accounting depreciation rate

The depreciation rate for the accounting schedule.

Purchase date

The asset's original purchase date. Purchases made before the current year will be correctly entered as existing assets.

Purchase value

The historical cost of the asset, including all costs up to the beginning of the current year.

Revaluations

The total of any revaluations for the asset as of the beginning of the year. This should be zero for assets purchased in the current year.

Tax accumulated depreciation

The total accumulated depreciation for the tax schedule as of the beginning of the year.

Accounting accumulated depreciation

The total accumulated depreciation for the accounting schedule as of the beginning of the year.

Insured Value

     Value for Insurance purposes. May be left blank.

 

Branches, departments and minor groups must be identified by code rather than by description. Any new groupings added should have their descriptions updated after the import.

 

 

See also

New asset

Groupings

Administration menu