|
Download importing instructions in rtf format (20 KB).
(NOTE: You may need to right click on this link and select Save Target As)
The data that you wish to import into Asset Aide must be saved to a delimited text file in columnar format with one field of data per column and one record per row. The delimiter may be a tab, a comma, comma and quotes, a semicolon, or other symbol.
IMPORTED FIELDS
Any of the following fields may be imported into Asset Aide. The order of the fields in the source file does not matter. (s=string, d=date, n=numeric)
- Asset code.(s) This is the unique identifier for the asset and is a required field. The field is limited to 10 characters.
- Asset Description. (s) The description of the asset. The field is limited to 30 characters.
- Purchase Date. (d) If a purchase date is mapped but a service date is not mapped, the purchase date will be entered for both the purchase date and the service date. The source date cannot be mapped to both the purchase date and the service date.
- Service Date. (d) If a service date is mapped but a purchase date is not mapped, no information will be entered for the purchase date. The source date cannot be mapped to both the purchase date and the service date.
- Purchase Price. (n)
- Asset Type.(s) The code for the asset type. If no field is present or if no data is in the field then no asset type will be assigned to the asset in the destination file. If asset types have been set up in the destination company, the source asset type field and the destination asset type code have to be spelled exactly the same but do not need to be the same case. For example, "DESK", "desk", "Desk", and "DesK" will all be imported to the destination field "desk", provided that the asset type code "desk" has been added to the company prior to importing. If asset types have not been set up in the destination company, then the import process will create them using the information in the data field for both the asset type code and the asset type description. The description and code may be changed later. The field is limited to 10 characters.
- Department.(s) The code for the assigned department. The import process is the same as for Asset Type. The field is limited to 10 characters.
- Section.(s) The code for the assigned section. The import process is the same as for Asset Type. The field is limited to 10 characters.
- Manufacturer.(s) The field is limited to 20 characters.
- Model.(s) The field is limited to 30 characters.
- Serial.(s) The field is limited to 30 characters.
- Notes.(s)
- User Defined 1 - 5. (s) Each field is limited to 30 characters.
- Disposal Date.(d)
- Sales Price.(n)
- Disposal Book Val.(n) The book value of the asset at disposal.
- Disposal Acc Depr.(n) The accumulated depreciation of the asset at disposal.
- Depr Method.(s) The method used to calculate depreciation for the asset. If only one method is used then this field is not necessary. The depreciation method to assign to the assets will be determined during the import process.
- Life.(n) Life is expressed in number of years regardless of whether you have selected annual or monthly depreciation calculation.
- Salvage Method.(s) The method for determining salvage value -- amount or percentage of cost. If no salvage amount is mapped, then amount will be assumed for all assets. If a salvage amount is mapped and only one method is used, this field is not necessary. The method will be determined during the importing process.
- Salvage Amount.(n) The estimated value of the asset at the end of its life. It may be expressed as an amount or as a percentage of cost. If a percentage, then the number must be a decimal, i.e. 0.25 for 25%.
- Prior AD Date.(d) The ending date of any prior accumulated depreciation.
- Prior AD Amount.(n) The amount of any prior accumulated depreciation.
USING A SPREADSHEET
Data can be imported into and exported from most spreadsheet programs. Included here are instructions for Microsoft's Excel97. For other spreadsheet programs, consult the online help of that program for import/export details.
A. Importing data into Excel97
To import a file into Excel97 select Open from the Excel97 File menu item. In the selection box labeled "Look in", select the directory containing the file you want to import. At the bottom of the open file dialog box, there is a selection box labeled "Files of type". In this selection box, select the type of file you are importing. For example, text files with a prn, txt, or csv extension. (Shown in the selection box as "Text files (*.prn;*.txt;*.csv)") Once you have selected the file in the large window above the selection boxes, click the Open button.
B. Exporting data from Excel97
To export data from Excel97 select Save As from the Excel97 File menu item. In the selection box labeled "Save in" select the directory where you want to save the file. At the bottom of the Save As dialog box, there is a selection box labeled "Save as type". Select the export file type. For example, a tab delimited text file. (Shown in the selection box as "Text (Tab delimited)(*.txt)"). In the box labeled "File name", enter the name for the file. Click the Save button.
Download importing instructions in rtf format (20 KB).
(NOTE: You may need to right click on this link and select Save Target As) |
