Import fixed asset records

Find this screen

Open: Import Records > Nominal > Import Assets

How to

Create an import file for fixed assets

You can import fixed assets using a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file.

1. Download the import information and example file:

   • Fixed Assets import format (XLS file): Details of the information you need to include in the file.
   • Fixed Assets example CSV file: Use this to import from CSV format.
2. Create your import file in the format of the CSV file.
3. Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.
4. Save your import file.

Validate your import file

You can validate the file to make sure all the records are in the correct format and have the required mandatory fields. No records are imported

1. Select Validate records only and click OK.

2. Browse to your import file, select it and then click Open.

   The file is checked and two reports are generated:

   • The Update Report: Shows the valid records that would be successfully imported into Sage 200.
   • The Update Report (Invalid): Shows the invalid records that would not be imported into Sage 200. The reason for the failure is shown in the report, and there may be more than one reason for the failure.

   Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

   Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

3. Check both reports to ensure that your records are complete and correct.

4. Make any required corrections to the records in your import file.
5. To revalidate your import file, repeat this process.

Import fixed assets

1. Select Validate and import records.

2. Click OK.

3. Browse to your import file, select it and click Open.

   Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

4. Check the validation reports to ensure that your records are complete and correct.

   Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

5. Make any required corrections to the records in your import file.

   As part of this update remove the details of records that were successfully imported. This prevent erroneous errors the next time you import the file.

6. Repeat this process to import those corrected records.

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Useful info

Importing fixed asset records

In each fixed asset record you must specify:

• Its Code, Description, InitialValue and DateAcquired.

• Other details are mandatory if you include the DepreciationMethod.

  Depreciation Method	Mandatory fields
  Annual Straight Line	Residual Value Asset Life in years
  Annual Reducing Balance	Annual Depreciation Percentage
  Period Straight Line	Residual Value Asset Life in periods
  Period Reducing Balance	Period Depreciation Percentage

Note: For details of the format of the import file, see Create an import file for fixed assets.

Depreciation rules

Note: Until depreciation data is complete, the asset is marked as inactive and won't be included in the depreciation process.

Depreciation data	Rules
Net Book Value
Depreciation accounts	There must be one for the Balance Sheet and one for the Profit & Loss.
Last depreciated date	Annual. The date must be in the last financial year or this financial year and must be later than the date acquired Period. The date must be in the last financial period of last year or a period in this year and must be later than the date acquired.
Depreciation Method	Annual Straight Line. Residual Value. Asset Life Span entered in years. Period Straight Line Residual Value. Asset Life Span entered in periods. Annual Reducing Balance. Annual Depreciation Percentage. Period Reducing Balance. Period Depreciation Percentage.

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Questions

I have invalid records when I import

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What happens when

What happens when I validate the file?

When you validate an import file, Sage 200 checks for the following:

• Whether an item already exists.

• All items contain the required mandatory fields.

• All fields are correctly formatted.

The result of the validation is provided by reports.

• A report lists the items that are valid and can be imported.

• A separate report is produced to list any items that are invalid and can't be imported. The report will tell you why individual items are invalid.

Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.

What happens when I import the file?

1. The import file is validated.

2. The import file is processed.

   All valid items are imported, and any invalid items are ignored.

3. The result of the import is provided by reports.

   • A report lists the valid items that were successfully imported.

   • A separate report is produced to list any items that were invalid and could not be imported.

   Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.