Import Fixed Assets

Note: Fixed Asset functionality is for cloud customers only.

This feature allows for the importing of fixed assets. Navigate to Financials >> Fixed Assets >> List to access the Import Assets functionality.

Roles

This screen is available to users having any of the following roles: Administrator, GL Poster, and GL User.

License

This feature is available with the Project Financials family of Unanet licenses.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Import File Record Layout

		Field Header Name	Required/Comments
1	A	Fixed_Asset_Number	REQUIRED. This field must be unique. If not provided, the system will generate a number. You can use this import to change the Fixed Asset Number for an existing asset by supplying the following syntax in this field. "!RENAME!,old_number,new_number" -- this entire string must be enclosed in double quotes. For example, if you were attempting to change: Existing Fixed Asset Number "00001" to "00002, the import file would include the following in this one field: "!RENAME!,00001,00002" Maximum length of 128 characters.
2	B	Legal_Entity	REQUIRED. This field indicates the Legal Entity that owns the asset. Administrators can choose any active legal entity. GL Users and GL Posters can choose a legal entity to which they have organization access (see Organization Access restrictions). Organizations are designated to be a Legal Entity on the Organization >> Edit >> Financials tab (Financial Organization Type fields).
3	C	Owner	The owner is an active user within the company who is responsible for the asset. Enter the user's username as the value in the import. You can use the special tag !BLANK! to remove an existing entry in this field.
4	D	Serial_Number	The ID of the fixed asset's manufacturer. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum length of 128 characters.
5	E	Name	REQUIRED. Short text description of the fixed asset. Maximum length of 128 characters.
6	F	Description	Long text description of the fixed asset. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum characters allowed is 2000.
7	G	Class	REQUIRED. Must be an active class defined on Setup Fixed Asset Classes page.
8	H	Status	REQUIRED. This field indicates if the asset is being depreciated and included in the Balance Sheet. Must be an active status defined on Setup Fixed Asset Statuses page.
9	I	Acquisition_Date	Date that the asset was acquired. Value can be a date, "BOT", or "EOT". You can use the special tag !BLANK! to remove an existing entry in this field. Required date format: yyyy-MM-dd
10	J	Acquisition_Value	REQUIRED. This is the actual cost of the asset used in determining the asset's depreciable basis. The value can be positive or negative. Negative numbers represent a credit or rebate on an asset that reduces its value below zero. Note: This field cannot be changed if posted transactions exist for this asset.
11	K	Placed_In_Service_Date	REQUIRED. This is the date when the asset was placed into service, that is, the start of its useful life. This defaults to the acquisition date if not provided. Value can be a date, "BOT", or "EOT". Note: This field cannot be changed if posted transactions exist for this asset. Required date format: yyyy-MM-dd
12	L	Useful_Life	REQUIRED. This is the number of months that an asset is expected to be in use. This field is used in determining the time period over which the asset will recover its depreciable basis. Valid values are 1 - 9999. Note: This field cannot be changed if posted transactions exist for this asset.
13	M	Salvage_Value	An estimate of the asset's worth at the end of its useful life. Defaults to zero if not provided. You can use the special tag !BLANK! to remove an existing entry in this field. Note: This field cannot be changed if posted transactions exist for this asset.
14	N	Depreciation_Start_Date	REQUIRED. This is the date from which to begin depreciating an asset in Unanet. It defaults to the Placed In-Service date. However, in cases where the asset was tracked and depreciated outside of Unanet, this date will differ from the Placed In-Service date, and will indicate when the depreciation should start to be calculated in Unanet. Value can be a date, "BOT", or "EOT". Note: This field cannot be changed if posted transactions exist for this asset. Required date format: yyyy-MM-dd
15	O	Prior_Depreciation_Balance	This field can be positive or negative. If populated, the system calculates depreciation from this amount forward. You can use the special tag !BLANK! to remove an existing entry in this field. Note: This field cannot be changed if posted transactions exist for this asset.
16	P	Depreciation_Method	REQUIRED. If not provided, defaults to Straight Line. This determines the rules for calculating depreciation. You can enter the following values: "N" - stands for None "S" - stands for Straight Line Note: This field cannot be changed if posted transactions exist for this asset.
17	Q	Depreciation_Averaging_Method	REQUIRED. If not provided, defaults to Fiscal Period. This defines how annual depreciation is spread across fiscal periods. You have the following options: "M" - stands for Fiscal Period - With this method, the depreciation expense is spread evenly over the estimated useful life of the asset. This method assumes that physical obsolescence of an asset occurs evenly from the time the asset has been placed into service until the full write-off of its cost, regardless of whether the asset was in service for the entire duration of the fiscal period. This calculation method is expressed in the following formula: Period Depreciation = (Acquisition Value - Salvage Value - Depreciation Start Balance) * Depreciation Rate, where Depreciation Rate = 100% * (1 / [Number of fiscal periods in useful life]) "D" - stands for Daily - With this method, depreciation is calculated based on the exact number of days in each fiscal period within a financial year. This method is sensitive to the actual number of days the asset was in service in a given fiscal period. This calculation method is expressed in the following formula: Period Depreciation = (Acquisition Value - Salvage Value - Depreciation Start Balance - Previously Accumulated Depreciation) * Depreciation Rate, where Depreciation Rate = 100% * (1 / [useful life in days - number of days in the previous period for which depreciation was calculated]) Note: This field cannot be changed if posted transactions exist for this asset.
18	R	Location	Must be an active location in the system (see Setup Locations). You must specify a Location_Begin_Date for when the asset was moved to the location.
19	S	Location_Begin_Date	CONDITIONALLY REQUIRED. If Location is populated, you must specify a Location_Begin_Date for when the asset was moved to the location. If this is the first location specified for the asset and the begin date is not provided, the Location_Begin_Date will default to the Acquisition_Date. Otherwise, it will default to the current date. Value can be a date, "BOT", or "EOT". If not provided and location is specified, defaults to BOT. Required date format: yyyy-MM-dd
20	T	Location_End_Date	The date for when the asset was moved from the location. Required date format: yyyy-MM-dd
21	U	Asset_Org	This is also known as the Balance Sheet organization. It is the organization where the cost of the asset will be recorded in the General Ledger. If provided, must be a financial organization within the selected Legal Entity. You can use the special tag !BLANK! to remove an existing entry in this field.
22	V	Expense_Org	This is also known as the Income Statement organization. It is the organization where the depreciation expenses for the asset will be recorded in the General Ledger. If provided, this must be a financial organization within the selected Legal Entity. You can use the special tag !BLANK! to remove an existing entry in this field.
23	W	User01	OPTIONALLY REQUIRED. Depending on how you have configured the user defined fields in your system, this field may be a Date, Numeric, String or value that matches a Pick List entry. This field can be left blank if not configured to be required. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum Length: 128 characters Click here for more information about user defined fields for purchase orders.
24	X	User02	See note for User01 above
25	Y	User03	See note for User01 above
26	Z	User04	See note for User01 above
27	AA	User05	See note for User01 above
28	AB	User06	See note for User01 above
29	AC	User07	See note for User01 above
30	AD	User08	See note for User01 above
31	AE	User09	See note for User01 above
32	AF	User10	See note for User01 above
33	AG	User11	See note for User01 above
34	AH	User12	See note for User01 above
35	AI	User13	See note for User01 above
36	AJ	User14	See note for User01 above
37	AK	User15	See note for User01 above
38	AL	User16	See note for User01 above
39	AM	User17	See note for User01 above
40	AN	User18	See note for User01 above
41	AO	User19	See note for User01 above
42	AP	User20	See note for User01 above
43	AQ	Delete	This field can be used to trigger the system to delete a Fixed Asset. In order for the delete to happen, you must include the following text string !DELETE! in this field.

Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes. Navigate to Unanet Support and search for "Data Model".

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicate what data is contained in each column). The specific Header Names for each column are listed in the table above.

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers.

See the Excel Tips regarding the use of double quotes and more.

Import Screen

The import screen will resemble the following:

Field Descriptions:

Field	Description
Feedback Options	Specify the level of detail included in the output.
File to Import	Drag and drop or browse for the file that you would like to import.

The import process is triggered by pressing Import. All Warnings and Error messages are written to the screen. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database.

If there are errors, you can click on the Download Rejected Records link to download a file containing the records that failed to import.