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How to Import Fixed Assets Legacy Data into SAP Business One from Excel
If you are implementing SAP Business One Fixed Assets solution and you are confused how to import the legacy data, this article will help you.
A simple example will show you how to import opening balance from Excel.
Business Scenario:
Your company owns a car. It was acquired in September 2016 with price 600000 EUR and it is expected to be used for 10 years. This car started depreciation since September 2016 and 20000 EUR has been depreciated in year 2016.
Now you would like to implement the Fixed Assets solution since year 2017 and import the value of this car into SAP Business One. What need to be done?
Steps:
- Enable Fixed Assets solution
Go to Administration -> System Initialization -> Company Details -> Basic Initialization, tick the checkbox ‘Enable Fixed Assets
2. Define the basic parameters for Fixed Assets management
- Account Determination: Administration -> Setup ->Financials ->Fixed Assets -> Account Determination
Example: FA Motors (Motor Vehicles)
- Depreciation Area: Administration -> Setup ->Financials ->Fixed Assets -> Depreciation Area
Example: GAAP (Booking Area), Internal (Additional Area)
- Depreciation Type: Administration -> Setup ->Financials ->Fixed Assets -> Depreciation Type
Example: MV_SL(Straight line Depreciation)
- Asset Classes: Administration -> Setup ->Financials ->Fixed Assets -> Asset Class
Example: MV (Motor Vehicles)
3. Prepare the import file
1) Go to Administration -> Data Import/Export -> Data Import -> Import Fixed Asset Master Data from Microsoft Excel, select required fields to be included in the import file.
Example: In this case, key fields required as follows:
| A | Item No. | |
| B | Item Description | |
| C | Asset Class | |
| D | Capitalization Date | The date the asset was capitalized (for information only) |
| E | Depreciation Area | |
| F | Depreciation Start Date | The date the asset started depreciation |
| G | Useful Life | Number of months the asset is expected to be used |
| H | Remaining Life | Remaining number of months at the beginning of the import year |
| I | Depreciation Type | Depreciation Type assigned to the asset |
| J | APC | Acquisition and Production Cost |
| K | Accumulated Ordinary Depr. | Accumulated Ordinary Depreciation at the beginning of the import year |
2) Prepare the data for the selected fields and save it as Text (Tab Delimited) file.
Please make sure the Depreciation Area, Depreciation Type, Asset class used in the file are all defined in the database.
| FA1001 | Audi A6L | MV | 20160901 | GAAP | 20160901 | 120 | 116 | MV_SL | 600000 | 20000 |
| FA1001 | Audi A6L | MV | 20160901 | Internal | 20160901 | 120 | 116 | MV_SL | 600000 | 20000 |
4. Import the .txt file
See live Demo for an example.
Note:
- Import from Excel function will not create any journal entry. Please make sure the opening balance for fixed assets relevant accounts are imported via Opening Balance or manual journal entry.
- The prerequisites to importing asset balance from excel is that the Go-live date is the first day of import fiscal year and no need to track historical data in previous fiscal year.
Please refer to SAP Note 1922814 for more information about Fixed Assets Import function.
Importing a fixed asset with Depreciatiation end date of first calendar month of the Fiscal year selected for import
Hi: The field ‘Remaining Useful life’ , at least when you import a fixed assets, handles only whole calendar months, meaning that if you have and assets with depreciation end date in the first calendar month of the fiscal year of Import, you might have problems to import.
One possible option: is to have the remining life in the import file =0, but set a depreciation type, that allows salvage value , with any default rate %, anything that is not 0% will do,
Then import the asset with a salvage value equal to the Net Book value that you know is left to be depreciated in that first calendar month, and that depreciation type
Once the assets had been imported succesfully, you can change the depreciation type, to another one that doesn’t have salvage value, and that wil make that Net Book value, to be depreciated in the next depreciation run
Not sure if this has been changed in latest versions, but is worth trying to check if in 9.3 PL 04, demo, if you can set in the import file something like 0.5 (to express half of the month), instead of the workaround that I suggested
Can I cancel a fixed asset imported from excel in SAP Business One?
The answer is YES : If no transactions had been recorded in the asset, (No matter if the transaction had been later on cancelled), this includes depreciation runs,
To see that, you can right click on the fixed asset, to see its transactions report
How to remove imported fixed assets?
Imported assets can be removed if no transaction/depreciation has been posted for the assets.
There is no specific filter for Fixed Asset Master Data selection. We can set specific property for the assets you want to remove. The Property can be used to filter the selection of item master data.
Here is an example:
1- Using Import From Excel function, update the asset to mark them in a property not being used. In this example “Item property 64” (User must verify that there are no items with this property set to ‘Y’.)
Getting the list of assets is easy, is actually ‘recycling’ the file used for the import, removing the duplicated rows (if several depreciation areas), and all columns except column A, then column B, can be populated with value Y for the relevant property.
2- Run Master Data Cleanup Wizard
3- Use that property to filter
4- Select the assets to be removed
5- Execute
Best way to import fixed assets by DTW tool.