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Import asset data from Excel

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.

Examples of asset data that Fixed Assets CS verifies prior to import

General import category

Field
Field type
Acceptable values
Activity
Alphabetic
  • 1040:
     A**, Misc, C, Cc, E, F, 2106, 4835, K1
  • 1120:
     F, 4835, Rental, Page 1, A, COGS, Misc
  • 1065:
     F, 4835, Rental, Page 1, A, COGS, Sch K, Misc
  • 1041:
     C, Cc, E, F, 4835, Page 1, Misc
  • 990:
     OP, Opc, Rental, Page 1, Misc
  • Other:
     C, Cc, E, F, 2106, 4835, K1, A, Misc
  • Governmental:
     Gov, Prop, Fid, Misc
Unit #
Numeric
1 - 250; blank defaults to 1.
Asset #
Numeric
1 - 32000
Description
Alphanumeric
0 - 45 characters; no quotation marks or commas.
Date In Service
Date
Any Excel date format, such as MM/DD/YY
Date Disposed
Date
Any Excel date format, such as MM/DD/YY
Gross Proceeds
Numeric
-9999999.99 - 99999999.99
Force Mid Qtr
Numeric
Y or YES = Yes; N or NO = No (blank defaults to No). Indicates the convention for prior-year assets.
Amort Section
Numeric
59(e) Circulation, 59(e) Research, 59(e) IDC, 59(e) Development, 59(e) Mining, 167, 167(h), 169, 171, 173, 174, 178, 184, 194, 195, 197, 248, 263, 461, 616, 617, 709
Memo one
Alphanumeric
0 - 45 characters; no quotation marks.
Memo two
Alphanumeric
0 - 45 characters; no quotation marks.
Current yr bus %
Decimal
0 - 100.00
Last yr bus %
Decimal
0 - 100.00
2 yr ago bus %
Decimal
0 - 100.00
3 yr ago bus %
Decimal
0 - 100.00
4 yr ago bus %
Decimal
0 - 100.00
5 yr ago bus %
Decimal
0 - 100.00
Date Acquired
Date
Any Excel date format, such as MM/DD/YY
New / Used
Alphabetic
N = New; U = Used. (Blank defaults to New.)
Real property
Alphabetic
R = Real property. (Blank defaults to not real property.)
Vehicle/Listed
Alphabetic
  • A = Luxury Auto
  • E = Electric vehicle
  • L = Listed Property (Non -Vehicle)
  • O = Other Personal Use Asset
  • S = Sport Utility Vehicle
  • T = Trucks and Vans
  • Blank = none of the above
Situs
CS list*
State postal code or state
* CS list = Thomson Reuters list
** Only available for tax year 2017 and prior

Association import category

Field
Field type
Acceptable values
Serial #
Alphanumeric
0 - 45 characters
User associations
Text (non-list)
0 - 25 characters
User associations
Date
Any Excel date format, such as MM/DD/YY
User associations
Currency
0 - 99999999.99
User associations
Text (list)
0 - 25 characters
CS associations*
Text (list)
0 - 25 characters
CS associations*
Date
Any Excel date format, such as MM/DD/YY
CS associations*
Currency
0 - 99999999.99
CS associations*
CS list*
This is a defined list that is set up in Fixed Assets CS.
* CS associations / list = Thomson Reuters associations / list

Treatment values import category

Field
Field type
Acceptable values
Cost
Numeric
-9999999.99 - 99999999.99
Method
CS list*
  • M or MACRS
  • M SL or MACRS SL Class Life
  • M SL ADS or MACRS SL ADS Life
  • M 150 GDS or MACRS 150% & Farm
  • M 150 ADS or MACRS 150% ADS Life
  • I or MACRS - Indian Reservation
  • I 150 GDS or MACRS - Indian Res 150%
  • A or ACRS
  • A SL or ACRS SL
  • SL or Straight Line
  • 125 DB or 125% DB
  • 150 DB or 150% DB
  • 200 DB or 200% DB
  • YD or Years Digits
  • AM or Amortization
  • UOP or Units of Production
  • Memo
  • L or Land
Life
Numeric
1 - 99
ADS Life
Numeric
1 - 99
Salvage Value
Numeric
-9999999.99 - 99999999.99
Sec 179 expensed
Numeric
-9999999.99 - 999999.99
Prior depreciation
Numeric
-9999999.99 - 99999999.99
YTD depreciation
Numeric
-9999999.99 - 99999999.99
Cur depreciation
Numeric
-9999999.99 - 99999999.99
* CS list = Thomson Reuters list

This article applies to:

  • Product: Fixed Assets CS
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