Embedded Files
1. Import Structure
System Admin -> Data -> Data Import -> Import Loader Format. For the Asset Import, you can use the pre-defined "Import Asset - SocrateOpen" structure.
You can both import new fixed assets or add cost and accounting details to a certain existing fixed asset.
Important:
When importing fixed assets, you need to have the Owned and Depreciate checkboxes selected in the import loader format. Only in this way can a fixed asset be found as existing.
In order to import a cost detail, you need to specify the following: the Account Date and the Currency for the cost detail;
In order to import an accounting detail, you need to specify the following: the PostingType and the Accounting Schema.
You can create a new structure (personalized name) by copying the lines of the standard structure which can then be customised.
This customization is done by eliminating (delete) and re-ordering the fields in the structure (Field Format), changing the structure of the data type fields, etc. Note: The Start Number field will always determine the import order of the fields in the file to be imported.
If you want to customise a new structure then you can also change the supported file format. For example: from "Comma Separated" (csv) to "TAB Separated (TAB Delimited).
2. Lines - Import File for the pre-defined "Import Asset - SocrateOpen" import structure
Note: The red fields are mandatory and must have already been defined in the system (the exact name must be filled in - we recommend you use copy & paste), the blue fields are also mandatory but do not need to be pre-defined, and the green ones are optional but need to have already been defined in the system if they are to be used in the import.
Note: After populating the file, eliminate the table header (the description of the fields) and, if using .xls type files, do not forget to save them (using Save As) in the format required by the structure (csv, tab, etc.).
3. Temporary Import (ImportFileLoader)
The moment you have entered all the data that needs to be imported in a file that follows either the pre-defined structure or the one created in the previous step, you can start the import process.
System Admin -> Data -> Data Import -> Import File Loader.
Select the file constructed at step 2 and the import format from step 1.
Press the Process button.
4. Actual Import from Temporary Table
The imported data can be found in the Import Asset window, found by following the path System Admin -> Data -> Data Import. Here you can verify the imported data and modify them as necessary.
You can click on the Import Asset (SocrateOpen) button from any line. You can choose to import the selected line only, or all the records. Additionally, you can also decide to delete the old imported records, so that this window is empty at the end of the import process (i.e. all the records have been successfully imported).
The lines that were impossible to import will not have the Imported checkbox and the Import Error Message field will be filled with the corresponding error message.
5. Rules for the fixed asset import (version 13.06)
Verify the uniqueness of the asset code so you can avoid duplicity issues. Given the fact that the system supports multiple currencies and multiple accounting systems, the code uniqueness is combined with these information so that you may also import the following:
multiple Cost Details for a single asset, with the condition that these be in separate currencies and on different dates; you can import lines with different currencies on the same date and, on different dates, you can also import lines with the same currency representing added values - upgrades. The uniqueness must be verified by:
Asset;
PostingType;
Cap vs Expense;
Currency;
Account Date, and
Added Value checkbox.
multiple Accounting Setup lines with the condition that these be on separate accounting schemas. The uniqueness must be verified by:
Asset;
Accounting Schema, and
PostingType.
The following fields have been added to the import structure in order to complete the asset import:
Added Value checkbox;
Depreciation Convention Code;
Depreciation Convention;
Fully Depreciated checkbox;
Fully Depreciated Date.
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