Fixed Asset Pro Import Checklist

Transcription

1 Fixed Asset Pro Import Checklist This checklist accompanies the Fixed Asset Pro video training series titled: Importing Your Data. Each video has its own section in this checklist. You should watch each video and then complete the associated section in the checklist. It is recommended that you print a copy of this worksheet and check each item as you complete it. If you need to contact Technical Support to help you trouble-shoot import issues, please have your completed checklist available. The MoneySoft Tech Support representative will need to review the completed checklist items with you. Section 1 for Video #1 Introduction and Creating a New Company Database Create a new company database. Use the File > New menu to create a new company database. This is the database file that will contain the imported data. Make a note of the file name and the folder where you created the database. Enter the First Year to Calculate. Click the Company button on the toolbar to open the Company Setup screen and set the First Year to Calculate. Enter the Start and End dates for your calendar or fiscal year. This is the first year that Fixed Asset Pro will calculate depreciation. Therefore, the opening Accumulated Depreciation balances that you will import will be the balances as of the beginning of this year. For example, if you enter Start = 01/01/2012 and End = 12/31/2012, you will import your opening Accumulated Depreciation balances as of 01/01/ P a g e Copyright 2012 MoneySoft, Inc. All rights reserved worldwide.

2 Set the Optional Books Used. The Tax and Alt. Min. Tax books are always on, so they are not listed as Optional Books. Each check box here represents a column in the Multi-Book Asset Entry tab/screen. If you only have 1 set of books, it s easiest to use just the Tax book as your one set of books since the Tax book is always on. You should also populate the Alt. Min. Tax book because it is also always on. You will receive warning messages later if the Tax and the Alt. Min. Tax books are not populated. Section 2 for Video #2 Preparing Your Data Using the Import Template Find and Open the Import Template. The import template includes a list of all available fields you can import, the values that are allowed in each field and whether or not the field is required to be populated. You can open the import template by selecting: Windows Start button > All Programs > Fixed Asset Pro > Import Key and Field Descriptions for Fixed Asset Pro. Save the import template as an XLS file (not as an XLSX file). Use the Save As function in Excel to save the import template under your own file name in order to preserve the original file. Save the import template as an XLS file (i.e. Excel workbook), not as XLSX or any other file format. 2 P a g e Copyright 2012 MoneySoft, Inc. All rights reserved worldwide.

3 Paste your fixed asset data into the Blank Data Table worksheet. Use the information in the Import Field List worksheet to help you paste your data into the Blank Data Table. The Import Field List gives you all of the field names for importable fields, specifies whether a field is required or not and provides lists of the valid values for each field. Keep the Blank Data Table worksheet and delete all other worksheets. The Import Wizard that you ll run later only allows you to have 1 worksheet in your Excel workbook. Close your Excel file when finished. Section 3 for Video #3 Importing Your Data If appending data to an existing database, make a backup database file before importing. Use the File > Save As menu in Fixed Asset Pro to make a backup copy of your database. Open the Import Wizard. Before running the Import Wizard, open the Fixed Asset Pro database that will hold the imported data. Select the Tools > Import Data menu to start the Import Wizard. Select the data file that contains the data you will import. 3 P a g e Copyright 2012 MoneySoft, Inc. All rights reserved worldwide.

4 Map your data to the fields in the Fixed Asset Pro database. In the data preview screen, click into each column heading and select the appropriate field name from the list. Refer to the Import Field List worksheet of the import template for a list of field names and descriptions. Check to make sure that columns you will not import are not mapped to a Fixed Asset Pro field. Save your import settings. Click the Specifications button to name and save your import settings. The Import Wizard always stores your last import settings automatically. Execute the Import. Click the Execute button to start importing data. Read the error log and correct any errors that are detected. Re-run the Import Wizard after all errors are corrected. Run the Verify Data function. Correct any errors detected by the Verify Data function. Re-run the Verify Data function after all errors are corrected. Select the Tools > Verify Data menu to re-run the Verify Data function. 4 P a g e Copyright 2012 MoneySoft, Inc. All rights reserved worldwide.

5 If you encounter any problems that you can t resolve, please contact MoneySoft Technical Support at: msupport@moneysoft.com - or - (602) M-F, 8am-5pm Arizona Time Please have your completed checklist available when you contact Technical Support. 5 P a g e Copyright 2012 MoneySoft, Inc. All rights reserved worldwide.