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:

1. 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

Note:

1. 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.

2. 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.