Import asset data from an Excel spreadsheet

Create a blank spreadsheet template

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

Enter asset details into the spreadsheet template

Open the spreadsheet template that you created in the previous steps.
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.
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.

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

Some formatting options in Excel don’t affect the asset data that is imported into Fixed Assets CS.
note
If a date is formatted in Excel as 18-Mar-2005, the value of 3/18/2005 is imported into Fixed Assets CS.
If dollar amounts are formatted as numerals (instead of currency) in Excel, the amounts will still import into Fixed Assets CS as dollar amounts.
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.
note
If the spreadsheet contains column headings that appear in a single row, specify the column heading row in the
Header row
field of the
Import Spreadsheet
window. By doing this, the column headings will be available for reference when you set up the field mappings.
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

Association import category

Treatment values import category

Set up or verify the field mapping

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.
Select the
Map Field
button in the Data to import grid.
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.
Select the 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.
Repeat steps 3 - 4 until you have set up the mapping for all spreadsheet columns.
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

Verify spreadsheet data

As necessary, edit the data in the Data to import grid.
Select the
Verify Data
button.
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.
Once you've fixed all invalid data, select
Cancel
to close the
Data Verification
window or select the
Import
button.