Preparing spreadsheet data for import

Alerts and notices

See also: Importing asset data from an Excel spreadsheet

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 prior to importing asset data.

General information

  • Verify that the spreadsheet from which you will 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 will be prompted to enter the password when you select the spreadsheet for import. However, if a password is required to modify the spreadsheet, you will not 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 you are preparing to import asset data from an Excel file into Fixed Assets CS.

  • Some formatting options in Excel do not affect the asset data that is imported into Fixed Assets CS.

    Examples

    • 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 dialog in Fixed Assets CS.
  • If the spreadsheet contains headings, subtotals, totals, and footnotes, you can use the Import Spreadsheet dialog 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 dialog. By doing this, the column headings will be available for reference when you set up the field mappings.

  • You must remove any fields which contain quotation marks or commas before creating the CSV file. If you do not, the program 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 under Setup > Custom Methods prior to 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

This section includes examples of asset data that Fixed Assets CS verifies prior to importing the asset data.

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


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