Skip to main content

Legal

Tax & Accounting

Trade & Supply

Risk & Fraud

News & Media

Books

Developers

Conversion

Import asset data from an Excel spreadsheet

Use the
Utilities
,
Import Asset Data
,
Excel spreadsheet
 command to import a client's asset data from a Microsoft Excel spreadsheet into Fixed Assets CS.
To import asset data into Fixed Assets CS from a spreadsheet, you must complete all of these procedures in the following order.

Step 1: Create an Excel spreadsheet template

Follow these steps to create a spreadsheet template, which can be used to import asset details into Fixed Assets CS.
For example, if asset information can't be entered directly into Fixed Assets CS or is tracked outside of Fixed Assets CS throughout the year, you can create a blank spreadsheet template, enter asset information into the spreadsheet, and then import the data into Fixed Assets CS.

Create a blank spreadsheet template

  1. Select
    File
    ,
    New Client
     to create a new client in Fixed Assets CS.
  2. Select
    Utilities
    , then
    Export Asset Data
    .
  3. In the
    Custom report layout
     field, select
    Template Import Spreadsheet
    .
  4. In the Format group box, select the
    XLS
     option.
  5. Select the
    Change Location
     button, go to the location where you want to save the spreadsheet, and select
    OK
    .
  6. Enter a name for the spreadsheet in the
    Name of file to be created via export
     field.
  7. Select the
    Export
     button.
  8. Select
    Done
    .

Enter asset details into the spreadsheet template

  1. Open the spreadsheet template that you created in the previous steps.
  2. Enter asset data into the spreadsheet template, using the headings in the spreadsheet as a guide for entering the data. It isn't necessary to complete the AMT columns as the application can generate them after the import is complete. Don't use commas or quotation marks in any cells.
  3. Save the spreadsheet. We recommend you select
    File
    ,
    Save As
     and enter a unique name for the populated spreadsheet to preserve the original, blank spreadsheet template for future use.

Step 2: Prepare spreadsheet data for import

Before importing asset data from Excel (or another spreadsheet application) into Fixed Assets CS, you may need to take steps to prepare the data for import. Review the following information before importing asset data.

General information

  • Verify that the spreadsheet from which you'll import asset data resides on your local hard drive or on a network drive. If you received the spreadsheet via email, save the spreadsheet to your local hard drive.
  • If the spreadsheet is password-protected, you'll need to enter the password when you select the spreadsheet for import. However, if a password is required to change the spreadsheet, you won't be prompted for the password because Fixed Assets CS uses read-only access to extract the asset data from the Excel file.

Formatting guidelines

Consider the following guidelines when preparing to import asset data from an Excel file into Fixed Assets CS.
  • Some formatting options in Excel don’t affect the asset data that is imported into Fixed Assets CS.
  • Columns that are hidden in Excel will display in the Data to import grid of the
    Import Spreadsheet
     window in Fixed Assets CS.
  • If the spreadsheet contains headings, subtotals, totals, and footnotes, you can use the
    Import Spreadsheet
     window to omit these rows from the import. By omitting the rows, you can prevent unwanted data from being imported into Fixed Assets CS.
  • Remove any fields that contain quotation marks or commas before creating the CSV file. If you don’t, the application will incorrectly interpret the data. Single-quotes (apostrophes) may be used in the file. Commas and quotation marks can easily be replaced by blank spaces or single-quotes by using Excel's Find and Replace command.
  • When importing a Custom Method, verify that the Custom Method has been added in
    Setup
    , then
    Custom Methods
     before the import. Note that the spelling and spacing used for the method name must match what was entered within the spreadsheet. However, it is not case-sensitive.

Step 3: Select the spreadsheet and set initial import options

  1. Open Fixed Assets CS.
  2. Select
    File
    ,
    New Client
     to create the client into which you will import the asset data.
  3. Select
    Utilities
    ,
    Import Asset Data
    , then
    Excel
     spreadsheet.
  4. Select the
    Browse
     button, go to and select the spreadsheet that includes the asset data, and select
    Open
    .
  5. If you're importing data from a worksheet other than the one that displays in the
    Sheet
     field, select the name of the worksheet that includes the asset data from the
    Sheet
     field.
  6. If the spreadsheet has a header row, enter the number of that row in the
    Header row
     field.
  7. Select the proper option to map the asset data from the spreadsheet columns to the correspondent fields in Fixed Assets CS.
    • Select the
      Create a new field mapping
       option to set up a new mapping for this spreadsheet.
    • If you already created a mapping that will work for the current spreadsheet, select the
      Use a previously defined mapping
       option and select the proper mapping from the dropdown list.
  8. Select the
    Next
     button. If you chose to create a new field mapping, you must enter a name for the field mapping in the
    New Import Field Map
     window and select
    Done
     before you can continue.

Step 4: Set up field mapping and verify data

Set up or verify the field mapping

Mapping columns establishes a link between the spreadsheet columns and the Fixed Assets CS data; this link causes the data to transfer from the spreadsheet to the appropriate field within Fixed Assets CS.
At this point in the import process, the information from the selected worksheet appears in the Data to import grid of the
Import Field Map
 window. The size at which this window opens is determined by your monitor resolution and the number of columns in the spreadsheet you are importing. You can resize this window by selecting and dragging its lower-right corner.
  1. Do one of the following tasks.
    • If you are using a previously defined mapping, verify the information in the
      Import Field Map
       window. When you are done, continue to the Omit spreadsheet rows from the import section of this topic.
    • If you chose to create a new field mapping, set up the mapping for this spreadsheet by continuing to the next step in this procedure.
  2. Select the
    Map Field
     button in the Data to import grid.
  3. In the
    Map Field
     window, select the proper import category for the column from the dropdown list in the Available group box, and then (in the lower pane) double-click the field within that category to which the spreadsheet column corresponds.
  4. Select the arrow button in the
    Map Field
     window to move to the next column in the Data to import grid and map it to the proper field in Fixed Assets CS.
  5. Repeat steps 3 - 4 until you have set up the mapping for all spreadsheet columns.
  6. When you're done, select
    OK
     in the
    Map Field
     window.

Omit spreadsheet rows from the import

In the
Import Field Map
 window, mark the
Omit Row
 checkbox for any row that doesn’t contain asset data and, therefore, should not be imported into Fixed Assets CS.
When you mark the checkbox for a row, Fixed Assets CS strikes out any data in the row and shades the row. You may want to omit rows that contain headings, subtotals, totals, footnotes, and so forth.

Verify spreadsheet data

  1. As necessary, edit the data in the Data to import grid.
  2. Select the
    Verify Data
     button.
  3. Do one of the following tasks.
    • If you receive a “Data in mapped columns is verified” message, select
      OK
       and continue to the Step 5: Import the verified asset data into Fixed Assets CS section.
    • If the
      Data Verification
       window displays, review and correct the invalid data.
      In the
      Import Field Map
       window, Fixed Assets CS displays a thick red border around the cell to which the entry in the
      Data Verification
       window corresponds.
      The invalid cell data appears in the
      Cell data
       field of the
      Data Verification
       window, and the text in the
      Cell Data Status
       field explains why Fixed Assets CS has determined that the cell data is invalid.
      Determine how you want to address the invalid data for each cell. You have the following options.
      • Change the entry in the
        Cell data
         field to an acceptable value, according to the text in the
        Cell Data Status
         field. Once you enter a valid value in the
        Cell data
         field, the text in the
        Cell Data Status
         field indicates that the data is valid. Select the
        Next Cell
         button to review invalid data for other cells.
      • Skip the cell without correcting invalid data by selecting the
        Next Cell
         button. This prevents the invalid data from being imported into the Fixed Assets CS client data. If you choose this option, select the
        Next Cell
         button to review invalid data for other cells.
      • Select the
        Import
         button to skip the entire verification process without correcting any invalid data. Doing this prevents
        all
         invalid data from being imported into the Fixed Assets CS client data. If you choose this option, Fixed Assets CS imports the spreadsheet data immediately. Select
        Done
        .
  4. Once you've fixed all invalid data, select
    Cancel
     to close the
    Data Verification
     window or select the
    Import
     button.

Step 5: Import the verified asset data

  1. Once you've fixed all invalid data, select the
    Import
     button in the
    Import Field Map
     window. Fixed Assets CS imports the asset data. If the client data already includes assets, the assets from the spreadsheet will be appended to the client's asset list.
  2. When the import is complete, the
    Import Status
     window opens. Select the
    Print Diagnostics
     button to print the information that displays in the
    Import Status
     window, or select
    Done
     to close it.
  3. The client data remains open. Review the imported asset data.

This article applies to:

  • Product: Fixed Assets CS
  • Subject: Conversions

Related content

Chat now

error-icon

Triva isn't available right now.

Check out the support page for our phone number and hours

error-close