Column Reference
The import file must contain the following 22 columns in this exact order:
| # | Column Name | Required | Type | Max Length | Description |
|---|---|---|---|---|---|
| 1 | Name | Yes | Text | 255 | Asset name |
| 2 | Description | No | Text | 1000 | Asset description |
| 3 | Asset tag | No | Text | 255 | Unique asset identifier |
| 4 | Asset Group Name | No | Text | - | Name for new or existing group |
| 5 | Asset Group Description | No | Text | - | Description for new groups |
| 6 | Asset Group ID | No | Integer | - | ID of an existing asset group |
| 7 | Depreciation Method | Conditional | Integer | - | 1=Straight Line, 2=Reducing Balance, 3=Double Declining, 4=Sum of Years |
| 8 | Depreciation Percentage | Conditional | Decimal | - | Required for Reducing Balance (method 2) |
| 9 | Useful Life (Months) | Conditional | Integer | - | Required for methods 1, 3, 4 |
| 10 | Initial Value | No | Decimal | - | Purchase / acquisition value (must be > 0 when provided) |
| 11 | Existing Asset Account number | Conditional | Text | - | GL account where the asset cost was previously recorded manually (required when Initial Value is provided) |
| 12 | Accumulated Depreciation | No | Decimal | - | Total depreciation to date (defaults to 0) |
| 13 | Existing Accumulated Depreciation GL Account number | Conditional | Text | - | GL account where depreciation was previously recorded manually (required when Accumulated Depreciation > 0) |
| 14 | Current Book Value | No | Decimal | - | Auto-calculated if omitted |
| 15 | First Depreciation Date | Conditional | Date | - | Date of first depreciation period |
| 16 | Next Depreciation Date | Conditional | Date | - | Next scheduled depreciation date |
| 17 | Depreciations Completed | Conditional | Integer | - | Number of depreciation periods completed |
| 18 | Asset Account number | No | Text | - | GL account for asset group |
| 19 | Accumulated Depreciation Account number | No | Text | - | GL account for accumulated depreciation |
| 20 | Depreciation Expense Account number | No | Text | - | GL account for depreciation expense |
| 21 | Revaluation Account number | No | Text | - | GL account for gain/loss on revaluation |
| 22 | Disposal Account number | No | Text | - | GL account for profit/loss on disposal |
Conditional Field Rules
The import file uses these conditional rules:
- Depreciation Method is required when any depreciation parameter (percentage, useful life, dates, completed count) is specified.
- Depreciation Percentage is required only for Reducing Balance (method 2).
- Useful Life (Months) is required for depreciation methods other than Reducing Balance
- First Depreciation Date, Next Depreciation Date, and Depreciations Completed must be provided if any one of them is specified. They are also required when Initial Value is set.
- Next Depreciation Date must equal First Depreciation Date plus Depreciations Completed months. For brand-new assets with 0 completed depreciations, both dates must be the same.
- Existing Asset Account number is required when Initial Value is provided.
- Existing Accumulated Depreciation GL Account number is required when Accumulated Depreciation > 0.
- Asset Account, Accumulated Depreciation Account, Depreciation Expense Account, Revaluation Account, and Disposal Account are required for new asset groups.