How to Import Fixed Assets in Microsoft Dynamics GP

Importing Fixed Assets with Asset Import/Export in Microsoft Dynamics GP

If Auditors decide they want more info and descriptions on the assets; instead of going through each asset and updating them, you can save time by running a smart list to export the asset information, update the descriptions in the spreadsheets then import them all at once into GP.

First off, let’s explore the four benefits of Fixed Asset Import:

1. Native Functionality
2. Insert new assets
3. Update existing Asset General Information
4. Built in Business Logic

In order to properly import, before you begin you must do the following:

1. Import into a test company first
2. Make a backup of production company prior to importing in production

Pre-requisites of Using Import/Export

1. Fixed Assets Module must be set up prior to import.
   1. Account Groups
   1. Classes
   1. Books
   1. Book classes
   1. Insurance
   1. Location
   1. Physical location
   1. Structure ID
   1. Custodian (optional)

Import tricks and tips:

1. After you run a test import and have your information backed up, you’re ready to begin. Import into the asset general information card first, then import the book information, (Be sure to mark, “require Asset account” in the fixed assets company set up window so that they account numbers can be saved with asset record.
   1. Import General Information First
   1. Mark Require Asset Account
   1. Mark Auto Add Book Info
   1. Mark the .mac (Macro) file extension in the file name when saving

How to create your import sheet:

1. Use .csv or .txt file format
2. File content needs to be in particular order (this order is provided to you in the Microsoft Dynamics GP help window)
3. Enter data in both Original Life Years and Original Life Days Fields to ensure accuracy
4. Avoid using dashes and slashes in date fields
5. Keep last row blank to signify end of file
6. GP will ignore header row
7. Use a number convention that begins with zeroes (00001) (00002), (00003).

After you have completed this, you are ready to run another test with a sample file that includes only one or two assets. It’s suggested that you break up your report into several smaller files to avoid troubleshooting any error messages you may receive when uploading.

How to use Asset Import/Export:

1. From the Drop down menu: Microsoft Dynamics GP >> Tools>> Utilities >> Fixed Assets >> Asset Import Export
2. From the Side navigation menu: Financial >> Utilities >> Fixed Assets >> Assets Import Export

How to use Asset Import/Export:

1. Mark Import
2. Choose a Macro Location
3. Mark Run Macro after Creation
4. Select the file Import Path
5. Select the Delimiter Character (for txt files use tab, for CSV files uses comma)

Once data is successfully uploaded, you will receive a pop-up notification from Dynamics GP. It is suggested to glance back through to ensure accuracy.

If you need help or need advice regarding the import of Fixed Assets in your Dynamics GP system, contact KOPIS at gpsupport@kopisusa.com