The Import module lets you bring assets into your asset register from different sources. You can upload a CSV file, pull assets from a connected accounting system, or create assets from existing transaction data. You can also view and manage the history of all past imports.
This module is available to users with the import-assets permission.
Getting here
Open the sidebar.
Click Utilities.
Click Import Assets.
Choose one of the following options:
From File — to upload a CSV file
From Integration — to import from a connected accounting system
From Transactions — to create assets from transaction data
Import History — to view past imports
Import from File
Use this screen to import assets by uploading a CSV file. The system validates your file and shows you the results before any assets are created. You can fix errors and re-upload, or proceed with the valid rows.
What you can do on this screen
Download a CSV template to use as a starting point
Upload a CSV file by dragging and dropping it or browsing for it
Review validation results before importing
Download an error report for rows that failed validation
Import all valid rows, even if some rows have errors
Re-upload a corrected file
Download the CSV template
On the upload screen, click Download Template.
Open the downloaded file in a spreadsheet application.
Fill in your asset data following the column headings provided.
Save the file as a CSV.
Upload a CSV file
Pre-conditions: You have a CSV file ready to upload. The file must be in CSV format and no larger than 10 MB.
Drag and drop your CSV file onto the upload area, or click Browse to choose a file from your computer.
The system uploads and validates your file. A progress indicator is shown while this happens.
When validation is complete, the results are displayed.
Expected outcome: The validation results screen appears, showing a summary of valid rows and any errors found.
Review validation results
After uploading, the system displays one of two outcomes:
If all rows pass validation, a green banner confirms that all rows are ready to import.
If some rows have errors, a red banner shows how many errors were found.
You can switch between two views using the tabs above the table:
Rows with errors — shows only the rows that failed validation. Select a row to expand it and see the specific errors for each field.
Valid rows — shows the rows that passed validation and are ready to import.
Download the error report
Pre-conditions: Your file has one or more validation errors.
Click Download error report in the red error banner.
Open the downloaded file to review the errors.
Correct the errors in your original file.
Re-upload the corrected file.
Import valid rows
Pre-conditions: Your file has at least one valid row.
Select the Run import button in the page header. If your file has errors, the button label shows the number of valid rows that will be imported (for example, Import 15 Assets).
If your file has errors, a confirmation dialog appears warning you that rows with errors will not be imported. Click Continue to proceed, or Cancel to go back.
A progress bar is shown while the import runs.
When the import starts processing, a summary dialog confirms how many assets are being imported.
Click Close to dismiss the dialog. You are taken to the Import History screen where you can track progress.
Expected outcome: Valid rows are submitted for import. Rows with errors are not imported. You can track the progress on the Import History screen.
Re-upload a file
Click Re-upload file in the error banner, or click Upload new file to start again.
The screen returns to the upload area. Your previous results are cleared.
Field reference
The following fields are validated when you upload a CSV file. Use the column headings shown below in your CSV file.
Field | Required | Description |
Asset Code | Yes | A unique code for the asset. Maximum 50 characters. |
Asset Name | Yes | A name or description for the asset. Maximum 255 characters. |
Category | Yes | The category the asset belongs to. Must match a category set up in your system. |
Acquisition Cost | Yes | The purchase price or value of the asset. Must be a number greater than zero. |
Acquisition Date | Yes | The date the asset was acquired. Use the format DD/MM/YYYY. |
Currency | No | The currency code (for example, GBP or USD). Maximum 4 characters. |
Location | No | The location of the asset. Must match a location set up in your system. |
Company | No | The company the asset belongs to. Must match a company set up in your system. |
Serial Number | No | The serial number of the asset. |
Supplier | No | The name of the supplier. |
The system also accepts older column headings: Description (instead of Asset Name), Bought Value (instead of Acquisition Cost), and Bought Date (instead of Acquisition Date).
Warnings and messages
Message | Meaning |
All rows passed validation | Every row in your file is valid and ready to import. |
[N] unresolved errors | The number of rows that have errors. These rows will not be imported until the errors are fixed. |
[N] valid rows are ready to import. Download the error report to fix remaining issues. | Some rows are valid and can be imported now. The rest need corrections. |
All errors must be resolved before any records are created. | No valid rows were found. You must correct your file and re-upload it. |
Import with errors — [N] rows will not be imported due to errors. | Shown when you choose to import while errors exist. Only valid rows will be imported. |
Invalid file type. Please upload a CSV file. | The file you selected is not a CSV file. |
File size exceeds 10MB limit. | The file you selected is too large. Reduce the file size and try again. |
Asset code is required | The Asset Code column is empty for this row. |
Description is required | The Asset Name (or Description) column is empty for this row. |
Category is required | The Category column is empty for this row. |
Acquisition Cost cannot be negative | The value entered is negative. |
Invalid number format for Acquisition Cost | The value entered is not a valid number. |
Acquisition Date is required | The Acquisition Date column is empty for this row. |
Invalid date format. Use DD/MM/YYYY | The date entered is not in a recognised format. |
Currency code must be at most 4 characters | The currency code is too long. |
Import from Integration
Use this screen to import assets from a connected accounting system, such as Access Financials or Access Dimensions. The system fetches assets from your accounting software and lets you review and edit them before importing.
What you can do on this screen
Check the connection status of your accounting integration
Select which company to import from
Set a date range and category filter to narrow down the assets
Fetch assets from the accounting system
Review and edit asset details before importing
Select which assets to import
Choose or change the category, sub-category, location, and sub-location for each asset
Filter and configure columns in the review table using the right panel
Check your connection status
The connection status badge at the top of the screen shows whether your accounting integration is connected. You must have a connected integration before you can fetch assets.
Fetch assets from the accounting system
Pre-conditions: Your accounting integration is connected. You have selected a company.
Select a company from the Company dropdown.
Optionally, set a From date and To date to limit the date range.
Optionally, select a Category to filter by.
Click Fetch Assets.
The system connects to your accounting software and retrieves matching assets. A progress indicator is shown while this happens.
Expected outcome: A table of assets is displayed for you to review.
Review and edit assets
After fetching, the assets are shown in a table. Each asset has a status:
New — the asset has not been imported before and is available for import.
Already Imported — the asset was imported previously. It is shown for reference but cannot be selected or edited.
Summary cards at the top of the table show the count of new assets, selected assets, already imported assets, and excluded assets.
You can edit the following fields for new assets before importing:
Field | Editable | Notes |
Asset Code | Yes | Required if auto-numbering is turned off. If auto-numbering is on, this field shows "Auto-generated" and cannot be edited for selected assets. Maximum 50 characters. |
Asset Name | Yes | Required. Maximum 255 characters. |
Category | Yes | Required. Select from the categories set up in your system. If the category from the accounting system does not match, the field is highlighted in amber. |
Sub-Category | Yes | Optional. Available options depend on the selected category. |
Location | Yes | Optional. Select from the locations set up in your system. |
Sub-Location | Yes | Optional. Available options depend on the selected location. |
Purchase Date | No | Shown as read-only from the accounting system. |
Purchase Price | No | Shown as read-only from the accounting system. |
Manufacturer | No | Shown as read-only from the accounting system. |
Model | No | Shown as read-only from the accounting system. |
Serial Number | No | Shown as read-only from the accounting system. |
Supplier | No | Shown as read-only from the accounting system. |
Invoice Reference | No | Shown as read-only from the accounting system. |
PO Number | No | Shown as read-only from the accounting system. |
Notes | No | Shown as read-only from the accounting system. |
Financials Category | No | The original category name in the accounting system. |
Financials Location | No | The original location name in the accounting system. |
Select assets to import
New assets are selected by default. To change the selection:
Use the checkbox next to each asset to select or deselect it.
Use the checkbox in the column header to select or deselect all assets on the current page.
Assets with the status Already Imported cannot be selected.
Configure columns and filters
Select the panel button on the right side of the screen to open the right panel. The panel has two tabs:
Filters — filter the table by category. Use the Show excluded toggle to show or hide already imported assets.
Columns — choose which columns are visible and change their order.
Import selected assets
Pre-conditions: At least one asset is selected. All selected assets have the required fields filled in.
Click Import at the bottom of the table. The button shows the number of selected assets in brackets.
The system validates that all required fields are filled in for the selected assets.
If any required fields are missing, an alert lists which fields are needed and how many assets have missing data. Fill in the missing fields and try again.
If validation passes, the import begins. A summary dialog confirms how many assets are being imported.
You are taken to the Import History screen where you can track progress.
Expected outcome: The selected assets are submitted for import. You can track the progress on the Import History screen.
Cancel and start again
Click Cancel at the bottom of the table to return to the configuration screen. Your fetched results are cleared.
Warnings and messages
Message | Meaning |
No assets found | No assets matched your filters, or no assets are available to import from the accounting system. |
No assets available to import | The accounting system returned no results for your selected company and date range. |
Please fill in all mandatory fields for all selected assets before importing. | One or more selected assets are missing required information. Fill in the highlighted fields and try again. |
Import from Transactions
Use this screen to create assets from existing transaction data in your connected accounting system. The system scans your transactions and lets you choose which ones to use for creating new assets.
What you can do on this screen
Check the connection status of your accounting integration
Select which company to scan transactions for
Set a date range to limit the transactions scanned
Scan for transactions that could become assets
Review transactions and edit asset details before creating
Select which transactions to create assets from
Choose whether to use net or gross values for the asset value
Split transactions with a quantity greater than one into individual assets
Filter and configure columns in the review table using the right panel
Scan for transactions
Pre-conditions: Your accounting integration is connected. You have selected a company.
Select a company from the Company dropdown. This field is required.
Optionally, set a From date and To date to limit the date range. The default range is one year back from today.
Click Scan for Assets.
The system scans your transaction data and retrieves matching transactions. A progress indicator is shown while this happens.
Expected outcome: A table of transactions is displayed for you to review.
Review transactions
After scanning, the transactions are shown in a table. Each transaction has a status:
Eligible — the transaction can be used to create an asset.
Already Imported — the transaction was imported in a previous import. It is shown for reference but cannot be selected.
Summary cards at the top of the table show the count of eligible transactions, selected transactions, already imported transactions, and excluded transactions.
Choose asset value calculation
Above the review table, use the Asset Value Calculation toggle to choose:
Net — use the net value (excluding VAT) as the asset value. This is the default.
Gross — use the gross value (including VAT) as the asset value.
Select transactions
Eligible transactions are selected by default. To change the selection:
Use the checkbox next to each transaction to select or deselect it.
Use the checkbox in the column header to select or deselect all eligible transactions on the current page.
Transactions with the status Already Imported cannot be selected.
Split transactions
If a transaction has a quantity greater than one, you can split it into individual assets. Use the Split toggle in the row to enable or disable splitting for that transaction.
Edit asset details
You can edit the following fields for eligible transactions:
Field | Editable | Notes |
Asset Code | Yes | The code that will be assigned to the new asset. |
Description | Yes | The name or description of the new asset. |
Category | Yes | Select from the categories set up in your system. |
Sub-Category | Yes | Optional. Available options depend on the selected category. |
Location | Yes | Select from the locations set up in your system. |
Sub-Location | Yes | Optional. Available options depend on the selected location. |
Serial Number | Yes | Optional. |
The following fields are read-only and come from the transaction data:
Field | Description |
Reference | The transaction reference number. |
Date | The date of the transaction. |
Type | The type of transaction (for example, Invoice, Credit Note, Debit, Credit). |
Source | Where the transaction came from (for example, Purchase Ledger, Nominal Ledger, Costing, Project). |
Net Value | The value of the transaction excluding VAT. |
VAT | The VAT amount on the transaction. |
Gross Value | The total value of the transaction including VAT. |
Supplier | The supplier name from the transaction. |
Analysis Code | The analysis code associated with the transaction. |
Nominal Account | The nominal account associated with the transaction. |
Cost Centre | The cost centre associated with the transaction. |
Project | The project associated with the transaction. |
Quantity | The number of items in the transaction. |
Configure columns and filters
Select the panel button on the right side of the screen to open the right panel. The panel has two tabs:
Filters — filter the table by category, location, transaction type, transaction source, supplier, date range, amount range, reference, asset code, or description. Use the Show excluded toggle to show or hide already imported transactions.
Columns — choose which columns are visible and change their order.
Create assets from transactions
Pre-conditions: At least one transaction is selected.
Click Create Assets at the bottom of the table. The button shows the number of selected transactions in brackets.
The system creates assets from the selected transactions using your chosen value calculation (net or gross) and any edits you have made.
A summary dialog confirms how many assets are being created.
You are taken to the Import History screen where you can track progress.
Expected outcome: Assets are created from the selected transactions. You can track the progress on the Import History screen.
Re-scan transactions
After reviewing results, you can adjust your date range and click Scan for Assets again to fetch an updated set of transactions.
Cancel and start again
Click Cancel at the bottom of the table to return to the configuration screen. Your scan results are cleared.
Warnings and messages
Message | Meaning |
No transactions found | No transactions matched your filters. |
No eligible transactions available | No transactions are available to create assets from. |
Import History
Use this screen to view and manage the history of all past imports. Every asset created through any import method (file, integration, or transactions) appears here. The page refreshes automatically to show the latest status of in-progress imports.
What you can do on this screen
View a log of all imported assets with their status
Filter the history by status, import type, transaction source, import ID, asset code, or description
Sort the table by any column
Search across all records
Export the history to CSV, Excel, or PDF
Delete selected history items or clear all history
View the assets created by a specific import
Save and load filter presets
Configure which columns are visible
View import history
The table shows one row per imported asset. The default columns are:
Column | Description |
Import ID | The unique identifier for the import batch. |
Company | The company the asset was imported into. |
Code | The asset code. |
Description | The asset description. |
Category | The asset category. |
NBV | The net book value of the asset. |
Status | The current status of the import (see below). |
Import Type | How the asset was imported: CSV, Accounting, or Transactions. |
Import Date | When the import was submitted. |
Failure Reason | If the import failed, the reason is shown here. |
Transaction Source | For transaction imports, the ledger the transaction came from. |
Transaction Ref | For transaction imports, the transaction reference. |
Additional columns can be shown using the Columns tab in the right panel: Transaction ID, Nominal Account, Analysis Code, Supplier, Location, and Created By.
Status values
Each imported asset has one of the following statuses:
Status | Meaning |
Created | The asset was successfully created in the asset register. |
Failed | The asset could not be created. Check the Failure Reason column for details. |
In Progress | The asset is still being processed. The page refreshes more frequently while in-progress items exist. |
Filter the history
Select the panel button on the right side of the screen to open the right panel.
Click the Filters tab.
Set one or more filters:
Import ID — type an import batch ID to search for.
Status — select one or more statuses (In Progress, Created, Failed).
Import Type — select one or more types (CSV, Accounting, Transactions).
Transaction Source — select one or more sources (Purchase Ledger, Nominal Ledger, Costing, Project, Accounting).
Asset Code — type an asset code to search for.
Description — type a description to search for.
Click Apply Filter to update the table.
To remove all filters, click Clear All.
You can save a filter for later use by clicking Save and Apply and giving it a name. Saved filters appear in the dropdown at the top of the Filters tab.
Sort the table
Select any column header to sort the table by that column. Select the same column header again to reverse the sort order.
Search the history
Use the search box above the table to search across all visible columns. The table updates as you type.
Export the history
You can export the currently displayed records or only the records you have selected.
Open the right panel and click the Actions tab.
Under Export, choose one of the following:
Export CSV — downloads the data as a CSV file.
Export Excel — downloads the data as an Excel file.
Export PDF — downloads the data as a PDF file.
To export only selected records, select the rows you want to export first, then use the export option for selected records in the Actions tab.
Delete history items
You can remove individual records or clear the entire history.
To delete selected records:
Select one or more rows using the checkboxes.
Open the right panel and click the Actions tab.
Click Delete Selected.
Confirm the deletion when prompted.
To clear all history:
Open the right panel and click the Actions tab.
Click Clear All History.
Confirm the deletion when prompted.
View imported assets
To view the assets created by a specific import:
Select one or more rows with the status Created.
Click View Assets in the Actions tab, or select the asset code link in the table.
You are taken to the Assets screen, filtered to show only the assets from the selected import.
Configure columns
Open the right panel and click the Columns tab.
Use the toggles to show or hide individual columns.
Drag columns to change their display order.
Automatic refresh
The page refreshes automatically every 60 seconds. When the table contains items with the status In Progress, the refresh interval is reduced to 10 seconds. You can also click Refresh to update the table manually.
Warnings and messages
Message | Meaning |
No import history found | No imports have been made yet, or all history has been cleared. |
CSV Import Started | A CSV file import has been submitted and is processing in the background. |
Accounting Import Started | An accounting integration import has been submitted and is processing in the background. |
Transaction Import Started | A transaction import has been submitted and is processing in the background. |
You can track the progress of your import in the history below. | Shown after an import is submitted. The page will refresh automatically as the import progresses. |