Importing asset data from an Excel spreadsheet

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The Utilities > Import Asset Data > Excel spreadsheet command enables you 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 the procedures included in this topic in the order in which they are listed.

Prepare the spreadsheet data for import

Prepare the spreadsheet data for import.

Select the spreadsheet and set initial import options

  1. Start Fixed Assets CS.
  2. Choose File > New Client to create the client into which you will import the asset data.
  3. Choose Utilities > Import Asset Data > Excel spreadsheet.
  4. Click the Browse button, navigate to and select the spreadsheet that contains the asset data, and click Open. (If the spreadsheet is password protected, you must enter the password before you can continue.)

    Note: If you're running Fixed Assets CS through Virtual Office CS or Software as a Service (SaaS), you can navigate to files on your local network.

  5. If you are importing data from a worksheet other than the one that appears in the Sheet field, select the name of the worksheet that contains 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 appropriate option to map the asset data from the spreadsheet columns to the appropriate fields in Fixed Assets CS.
    • Click 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, click the Use a previously defined mapping option and select the appropriate mapping from the drop-down list.
  8. Click 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 dialog and click Done before you can continue.

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 dialog. The size at which this dialog opens is determined by your monitor resolution and the number of columns in the spreadsheet you are importing. You can resize this dialog by clicking 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 dialog. 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. Click the Map Field button above the first column in the Data to import grid.
  3. In the Map Field dialog, select the appropriate import category for the column from the drop-down 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. Click the Go to Next Column button button at the top of the Map Field dialog to move to the next column in the Data to import grid and map it to the appropriate field in Fixed Assets CS.
  5. Repeat steps 3 - 4 until you have set up the mapping for all spreadsheet columns.
  6. When you are done, click OK in the Map Field dialog.

    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 dialog, mark the Omit Row checkbox for any row that does not 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 dialog or the Data Verification dialog are not written back to the source XLS file. If you need to save the information in the Import Field Map dialog until you are ready to import it, click the Suspend button.

  1. As necessary, edit the data in the Data to import grid. Review the Examples of asset data that Fixed Assets CS verifies prior to import for information about formatting specific values.
  2. Click the Verify Data button.
  3. Do one of the following tasks.
    • If you receive a "Data in mapped columns is verified" message, click OK and continue to the Import the verified asset data into Fixed Asset CS section in this topic.
    • If the Data Verification dialog appears, review and correct the invalid data.

      In the Import Field Map dialog (which appears behind the Data Verification dialog), Fixed Assets CS displays a thick red border around the cell to which the entry in the Data Verification dialog corresponds.

      The invalid cell data appears in the Cell data field of the Data Verification dialog, 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. (See Examples of asset data that Fixed Assets CS verifies prior to import for more information.) 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. Click the Next Cell button to review invalid data for other cells.
      • Skip the cell without correcting invalid data by clicking the Next Cell button. This prevents the invalid data from being imported into the Fixed Assets CS client data. If you choose this option, click the Next Cell button to review invalid data for other cells.
      • Click 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. Click Done.

      Note: If you find that all data in a row or column is invalid and you want to omit the row or modify the column's field mapping, click Cancel to close the Data Verification dialog and make the necessary changes in the Import Field Map dialog.

  4. Once you have addressed all invalid data, click Cancel to close the Data Verification dialog or click the Import button.

Import the verified asset data into Fixed Asset CS

  1. Once you have addressed all invalid data, click the Import button in the Import Field Map dialog. Fixed Assets CS imports the asset data. If the client data already contains assets, the assets from the spreadsheet will be appended to the client's asset list.
  2. When the import is complete, the Import Status dialog appears. Click the Print Diagnostics button to print the information that appears in the Import Status dialog, or click Done to close it.
  3. The client data remains open. Review the imported asset data.

    Note: Any assets that were not assigned to an activity in the Import Field Map dialog will appear in the Misc folder in the folders block. You can reassign the assets from the Misc folder to the appropriate activity folder.

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