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Import asset data from Excel

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.
    note
    Fixed Assets CS automatically saves the field mapping. It will be available to use with future spreadsheet imports.

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

note
Changes that you make in the
Import Field Map
 window or the
Data Verification
 window are
not
 written back to the source XLS file. If you need to save the information in the
Import Field Map
 window until you are ready to import it, select the
Suspend
 button.
  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
        .
      note
      If you find that all the data in a row or column is invalid and you want to omit the row or modify the column's field mapping, select
      Cancel
       to close the
      Data Verification
       window and make the necessary changes in the
      Import Field Map
       window.
  4. Once you've fixed all invalid data, select
    Cancel
     to close the
    Data Verification
     window or select the
    Import
     button.

This article applies to:

  • Product: Fixed Assets CS

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