SYSPRO Ribbon bar > Imports > Financial > Asset Import

Asset Import

You use this program to import static (descriptive) information created using 3rd party application software into the Assets module.

Toolbar

Field Description
Import Validates the contents of the import file and import records if there are no errors.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Options

Data source

Field Description
Import method  
From file Indicates you want to import data from a file.
Use data grid Indicates you want to enter data directly into the grid of the Details pane (you can paste the contents of an Excel spreadsheet into the grid).
File location  
Server Indicates the import file resides on the server.
Client Indicates the import file resides on the client.
File name Indicate the name of the import file (include the full path).
Review file Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.

Options

Field Value Description
Import only if all rows are valid   When enabled, the entire import file must be valid before any records can be imported. The import aborts if any errors are encountered.

When this is not enabled, valid records are imported and invalid records are ignored when the import is performed.

After processing completed

Field Description
Print the Details Generate a report of the contents of the Details entry grid.
Email the Details Generate an email of the contents of the Details entry grid.
Print the Import Results Generate a report of the contents of the Import Results pane.
Email the Import Results Generate an email of the contents of the Import Results pane.
Email recipients Indicates the email addresses of recipients to whom you want to email the information displayed in the output panes.
Delete file after use Indicates whether you want to delete the import file after all records are successfully imported.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.
Close the application Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Details

Toolbar

Field Description
Validate This verifies whether there are any errors in the grid, without actually importing records.

Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks.
Print Prints the contents of the import file, or changes made in the grid.
Export to Excel Outputs data from the Details pane to an Excel spreadsheet.
Search text  
Clear Clears the contents in the search text field.
Edit  
Copy Copies the lines in the Details pane.
Paste (all columns) Ensure that you have data for all the columns that can appear in the data grid before selecting this option.

When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format.
Paste (visible columns only) Pastes data into the columns that currently appear in the data grid, in the sequence that they appear.

When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format.

Duplicate Copies the current row to the end of the data grid.
Find and Replace  

Import Results

Displays a summary of the results of the validation/import.

This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.

File layout for 7

Field Start position Field length and description
Header   ;SYSPRO IMPORT - Version=001 - ASSIMQ

Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case sensitive.
Asset Code 1 30

Mandatory entry of the code for the asset. The system checks that the asset code does not exist in the system. If auto numbering is used (Asset Register Setup), then no asset code must be entered.
Description 31 50

Description of the asset.
Asset Branch code 81 10

Mandatory entry of a valid Asset Branch.
Cost Center code 91 20

Mandatory entry of a valid Cost Center.
Group code 111 10

Mandatory entry of a valid Group.
Location 121 10

Mandatory entry of a valid Location.
Asset Type 131 4

Mandatory entry of a valid Asset Type.
Registration number 135 15
Chassis number 150 30
Engine number 180 30
Agreement number 210 10
Purchase date 220 8

Mandatory entry of the purchase date in CCYYMMDD format.
Purchase period 228 2

Use only for 13 period assets register. Integer value in the range 1 to 13.
Purchase year 230 4

Use only for 13 period assets register. Must have a value greater than zero.
First installment date 234 8

If the Agreement code is Leased, H.P. or Other then this cannot be blank, and is mandatory.
General Ledger code 242 35

Use only if depreciation is by asset code, and then mandatory.
Agreement code 277 1

Mandatory entry of value of C (Cash), L (Lease), H (Hire) or O (Other).
New or Secondhand 278 1

Mandatory value of N (New) or S (Secondhand).
Lease period in months 279 3

If the Agreement code is Leased, H.P. or Other then this value must be greater than zero.
Total interest 282 16

Total value of interest. Numeric value or blank.
Monthly installment 298 16

Value of monthly installment. Numeric value or blank.
Deposit amount 314 16

Value of deposit paid.
Tax paid 330 16

Value of tax paid at the time of purchase (e.g. VAT or GST). This field is notional and is not used in the calculation of the asset's value.
Final installment 346 16

Value of final installment.
ID/Serial number 362 30
Capex number 392 15
Capex line 407 5
Cycle count 412 3
Responsible user 415 30
Owner 445 10

Mandatory entry of a valid owner code.
Asset status 455 10

The status of the asset.
Supplier code 465 15

Code of the supplier from whom the asset was acquired.
Original Asset cost/value 480 16

Mandatory numeric entry of the asset value before any revaluation. Value not greater than the Asset cost/value.
Original Asset quantity 496 19
Original start depreciation date 515 8

Mandatory entry of a valid date.
Original start depreciation period 523 2

Use only for 13 period assets register. Integer value in the range of 1 to 13. Mandatory if General Ledger set to 13 periods.
Original start depreciation year 525 4

Use only for 13 period assets register. Must have a value greater than zero.
User defined field value 529 16

Numeric value or blank.
User defined field date 545 8

Valid date or blank.
User defined description 1 553 50
User defined description 2 603 50
Memo date 653 8

Valid date or blank.
Book Value residual value 661 16

Residual book value. Blank or numeric, not greater than Asset cost/value.
Book Value depreciation code 677 10

Mandatory entry of depreciation code to use for book value depreciation.
Suspend Book Value depreciation 687 1

Mandatory entry of Y (Suspend depreciation) or N (Do not suspend depreciation).
Book Value start depreciation date 688 8

Mandatory entry of a valid date.
Book Value start depreciation period 696 2

Use only for 13 period Asset Register. Integer value in the range 1 to 13. Mandatory if General Ledger set to 13 periods.
Book Value start depreciation year 698 4

Use only for 13 period assets register. Must have a value greater than zero.
Book Value throughput EUL 702 16

The estimated throughput value for the entire life of the asset. It is used for calculating the Statistical EUL depreciation amount.
Book Value statistical GL code 718 35

Mandatory entry of the General Ledger code to which the statistical throughput depreciation value must be processed..
Book Value number of periods EUL 753 4

The fixed number of periods over which the asset must be depreciated for statistical purposes.
Book Value number of years EUL 757 4

The fixed number of years over which the asset must be depreciated for statistical purposes.
Book Value remaining periods EUL 761 4

The remaining number of periods over which the asset will be depreciated for statistical purposes.
Book Value total periods to date 765 4

The total number of periods over which the asset has been depreciated.
Book Value varying depreciation anniversary 769 1

Mandatory entry of value of S (Start depreciation period) or F (Fiscal year end)..
Tax residual value 770 16

Residual book value. Blank or numeric, not greater than the Asset cost/value.
Tax depreciation code 786 10

Mandatory entry of depreciation code used for book value.
Suspend Tax depreciation 796 1

Mandatory entry of Y (Suspend depreciation) or N (Do not suspend depreciation).
Tax start depreciation date 797 8

Mandatory entry of a valid date.
Tax start depreciation period 805 2

Use only for 13 period Asset Register. Integer value in the range 1 to 13. Mandatory if the General Ledger is set to 13 periods.
Tax start depreciation year 807

4

Use only for 13 period assets register. Must have a value greater than zero.
Tax throughput EUL 811 16

The estimated throughput value for the entire life of the asset. It is used for calculating the Statistical EUL depreciation amount.
Tax statistical GL code 827 35

Mandatory entry of the General Ledger code to which the statistical throughput depreciation value must be processed.
Tax number of periods EUL 862 4

Fixed number of periods over which the asset must be depreciated for statistical purposes.
Tax number of years EUL 866 4

The fixed number of years over which the asset must be depreciated for statistical purposes.
Tax remaining periods EUL 870 4

The remaining number of periods over which the asset will be depreciated for statistical purposes.
Tax total periods to date 874 4

Total number of periods over which the asset has been depreciated.

Tax varying depreciation anniversary 878 1

Mandatory entry of value of S (Start depreciation period) or F (Fiscal year end).
Capital gains tax cost/value 879 16

Mandatory entry of Asset value for capital gains tax purposes. Numeric value not greater than Asset cost/value.

File layout for 6.1

Field Start position Field length and description
Asset Code 1 15

Mandatory entry of the code for the asset. The system checks that the asset code does not exist in the system. If auto numbering is used (Asset Register Setup), then no asset code must be entered.
Description 16 30

Description of the asset.
Asset Branch code 46 6

Mandatory entry of a valid Asset Branch.
Cost Center code 52 6

Mandatory entry of a valid Cost Center.
Group code 58 4

Mandatory entry of a valid Group.
Location 62 10

Mandatory entry of a valid Location.
Asset Type 72 4

Mandatory entry of a valid Asset Type.
Registration number 76 9
Chassis number 85 10
Engine number 95 10
Agreement number 105 10
Purchase date 115 8

Mandatory entry of the purchase date in CCYYMMDD format.
Purchase period 123 2

Use only for 13 period assets register. Integer value in the range 1 to 13.
Purchase year 125 4

Use only for 13 period assets register. Must have a value greater than zero.
First installment date 129 8

If the Agreement code is Leased, H.P. or Other then this cannot be blank, and is mandatory.
General Ledger code 137 15

Use only if depreciation is by asset code, and then mandatory.
Agreement code 152 1

Mandatory entry of value of C (Cash), L (Lease), H (Hire) or O (Other).
New or Secondhand 153 1

Mandatory value of N (New) or S (Secondhand).
Lease period in months 154 3

If the Agreement code is Leased, H.P. or Other then this value must be greater than zero.
Total interest 157 16

Total value of interest. Numeric value or blank.
Monthly installment 173 16

Value of monthly installment. Numeric value or blank.
Deposit amount 189 16

Value of deposit paid.
Tax paid 205 16

Value of tax paid at the time of purchase (e.g. VAT or GST). This field is notional and is not used in the calculation of the asset's value.
Final installment 221 16

Value of final installment.
ID/Serial number 237 30
Capex number 267 15
Capex line 282 5
Cycle count 287 3
Responsible user 290 30
Owner 320 4

Mandatory entry of a valid owner code.
Asset status 324 6

The status of the asset.
Supplier code 330 7

Code of the supplier from whom the asset was acquired.
Original Asset cost/value 337 16

Mandatory numeric entry of the asset value before any revaluation. Value not greater than the Asset cost/value.
Original Asset quantity 353 19
Original start depreciation date 372 8

Mandatory entry of a valid date.
Original start depreciation period 380 2

Use only for 13 period assets register. Integer value in the range of 1 to 13. Mandatory if General Ledger set to 13 periods.
Original start depreciation year 382 4

Use only for 13 period assets register. Must have a value greater than zero.
User defined field value 386 16

Numeric value or blank.
User defined field date 402 8

Valid date or blank.
User defined description 1 410 30
User defined description 2 440 30
Memo date 470 8

Valid date or blank.
Book Value residual value 478 16

Residual book value. Blank or numeric, not greater than Asset cost/value.
Book Value depreciation code 494 2

Mandatory entry of depreciation code to use for book value depreciation.
Suspend Book Value depreciation 496 1

Mandatory entry of Y (Suspend depreciation) or N (Do not suspend depreciation).
Book Value start depreciation date 497 8

Mandatory entry of a valid date.
Book Value start depreciation period 505 2

Use only for 13 period Asset Register. Integer value in the range 1 to 13. Mandatory if General Ledger set to 13 periods.
Book Value start depreciation year 507 4

Use only for 13 period assets register. Must have a value greater than zero.
Book Value throughput EUL 511 16

The estimated throughput value for the entire life of the asset. It is used for calculating the Statistical EUL depreciation amount.
Book Value statistical GL code 527 15

Mandatory entry of the General Ledger code to which the statistical throughput depreciation value must be processed..
Book Value number of periods EUL 542 4

The fixed number of periods over which the asset must be depreciated for statistical purposes.
Book Value number of years EUL 546 4

The fixed number of years over which the asset must be depreciated for statistical purposes.
Book Value remaining periods EUL 550 4

The remaining number of periods over which the asset will be depreciated for statistical purposes.
Book Value total periods to date 554 4

The total number of periods over which the asset has been depreciated.
Book Value varying depreciation anniversary 558 1

Mandatory entry of value of S (Start depreciation period) or F (Fiscal year end)..
Tax residual value 559 16

Residual book value. Blank or numeric, not greater than the Asset cost/value.
Tax depreciation code 575 2

Mandatory entry of depreciation code used for book value.
Suspend Tax depreciation 577 1

Mandatory entry of Y (Suspend depreciation) or N (Do not suspend depreciation).
Tax start depreciation date 578 8

Mandatory entry of a valid date.
Tax start depreciation period 586 2

Use only for 13 period Asset Register. Integer value in the range 1 to 13. Mandatory if the General Ledger is set to 13 periods.
Tax start depreciation year 588

4

Use only for 13 period assets register. Must have a value greater than zero.
Tax throughput EUL 592 16

The estimated throughput value for the entire life of the asset. It is used for calculating the Statistical EUL depreciation amount.
Tax statistical GL code 608 15

Mandatory entry of the General Ledger code to which the statistical throughput depreciation value must be processed.
Tax number of periods EUL 623 4

Fixed number of periods over which the asset must be depreciated for statistical purposes.
Tax number of years EUL 627 4

The fixed number of years over which the asset must be depreciated for statistical purposes.
Tax remaining periods EUL 631 4

The remaining number of periods over which the asset will be depreciated for statistical purposes.
Tax total periods to date 635 4

Total number of periods over which the asset has been depreciated.

Tax varying depreciation anniversary 639 1

Mandatory entry of value of S (Start depreciation period) or F (Fiscal year end).
Capital gains tax cost/value 640 16

Mandatory entry of Asset value for capital gains tax purposes. Numeric value not greater than Asset cost/value.

Notes and warnings

Importing considerations

  • To import asset information into SYSPRO, you must first use the Asset Import program to import static information for the assets. Thereafter, you use Asset Acquisition Import program to import all the additional information for the same assets.

  • Exclamation marks in the Validation status flag column indicate that one or more fields in the line are invalid. These errors are indicated with an exclamation mark in the relevant column. When you hover your mouse pointer over the exclamation mark, the error message is displayed.

    You need to fix these columns before the line can be imported. Once you have made the relevant changes, you use the Validate function to repeat the validation process.

    Details of the information required in each column are explained in the Assets program.

Excel spreadsheet considerations

  • If you want to import from an Excel spreadsheet file, then you need to ensure that the first column of the spreadsheet is blank to accommodate the Validation status flag column in the listview.

  • Ensure that the import file you create in Excel is saved as a text file, not an Excel workbook file.

Date entry considerations

  • Dates must be entered as CCYY-MM-DD or CCYYMMDD (any delimiter character is valid). You define the default date format on the Date Format tab of the System Setup program.

General Ledger considerations

  • This program does not create any General Ledger distribution entries.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.

Activity Description
Listview/Forms - Export or print data Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet.
Maintain data in import programs Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed.
Allowed to import from client Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
File Browse on server (C/S system) Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.