Import assets via csv file

Owned by Peter Schöll
Last updated: Nov. 05, 2024
4 min read

Fixed assets are usually imported once when the accounting software is changed. The migration of assets can also take place after the change of accounting software; our consultants can make appropriate suggestions.
As the import processes key date values and not transactions, it is advisable to obtain these values from a report with a key date character (statement of changes in fixed assets of a published balance sheet).

The Import assets form

To import existing data from another accounting system, Scopevisio offers an import function for data in CSV format. You can find the import at
OpenScope > Import & Export > Manage financial imports > Import assets.

The form for the import is shown in the following screenshot. It follows the usual conventions for CSV imports in Scopevisio.

You can either drag the file to be imported onto the button with the mouse or open a selection menu by clicking on it and selecting the file there. Alternatively, you can copy and paste your data into the top left-hand cell.

Import settings

Next to the upload button is the link to the import settings. Here you can make various settings that affect the import of the file.

The settings are as follows

  • The encoding (UTF-8, ISO-8859-1, windows-1250, ...) of the import file. UTF-8 is the default setting. Excel exports work better with ISO encoding.

  • The separator used to separate the individual CSV fields.

  • Starting with row; you can hide column headings, for example, by starting with row 2.

  • Decimal places defines the number of decimal places. If the import contains the value 8000, this is displayed as 8000.00.

  • The date format, here you select how a current date is structured.

If you have already selected a file, the data preview shows how the current settings affect the import. This is particularly useful if you do not know the encoding of the document to be imported.

Further options

The following three options are for professionals and special cases and are therefore not activated by default.

The checkbox (1) in the screenshot above determines whether the overwriting of existing inventory numbers is permitted or whether the import will display an error in this case.

We recommend the transfer of data at the start of the financial year, but you can also allow a transfer during the year using the checkbox (2) in the screenshot above.

The collective item used in Germany is subject to technical restrictions regarding retirement and memo value. For the purpose of balance sheet identity (balance connection), these plausibility checks can be ignored with checkbox (3) during import.

Below this is the preview table. The header contains the fields that are filled during the import. The table shows how the individual elements of the CSV file are assigned to the Scopevisio fields. To change the assignment of the table columns to the fields, click on the downward-pointing triangle next to the field name.

As you can see, a selection dialog opens with all possible fields. You can assign any field to any column. Double assignment is not possible.

The depreciation start date in Scopevisio corresponds to the transfer date (2). In the example of changing the software to start 2023, you must therefore enter 01.01.2023, not 31.12.2022, otherwise Scopevisio will still generate a depreciation for December 2022.

You can use the Check element at the bottom right to simulate an import run. As a result, the number of errors found is displayed and the fields with incorrect data are highlighted in red. An error also occurs if a mandatory field is not filled. Positioning the mouse pointer over a field causes a more detailed error message to be displayed.

The mandatory fields for importing assets are listed below.

  • Account number,
    please note the leading zero of the account number (1)

  • Inventory number

  • Description

  • AHK date

  • Historical depreciation start date,
    the useful life is calculated from this value

  • Acquisition date (2), see above.

  • Useful life Years

  • Depreciation type

  • AHK amount

  • Book value
    this is the book value on the transfer date

Import

If there are no more errors, you can start the actual import with Import . You will receive feedback on how many assets have been imported.

The Manage import runs link at the bottom left takes you to a new form. Here you will find an overview of the imports carried out. You can display the details of an import by double-clicking on a line or via the Display / Cancel element. In the detailed view, you can edit or remove individual assets.

Import templates

If you frequently import CSV files, we recommend creating an import template.

Both the column assignment and the import settings, i.e. coding, date format, separators and more, are saved in the template.