Import Assets from CSV

By Gregg Hopfeldt · 2025-05-19

CSV import provides a stable, repeatable path for loading a batch of assets into your Fixed Asset Register. It is the preferred method when you have many assets with consistent columns and need to maintain a defensible record without manual entry. Plus it saves time.

The Purpose

A verified import produces a consistent, audit-ready register where every asset traces back to a source file—eliminating the risk of manual transcription errors and creating a clear entry trail. Again I emphasize...it's quicker than manual entry.

The Logic

The import process validates each row against your register configuration. Required fields must be present, dates must follow a single format, and categories must match your depreciation settings. Rows that pass validation are committed; rows that fail are flagged for correction. This approach prevents partial entries and ensures depreciation calculations come from verified configuration rather than ad hoc input. The result is a Linen-clean ledger with no formula drift.

Before you import, confirm your register is configured. See Create a fixed asset register and Set depreciation rates and methods. Import will validate against these settings.

The Steps

Prepare your CSV file

  1. Keep one asset per row.

  2. Use clear headers: asset name, category, purchase date, cost, and any depreciation values your configuration requires.

  3. Apply one date format throughout the file.

  4. Remove blank rows before upload.

  5. Check for duplicate asset names in your source data.

Verify these fields before import

  • Cost values are present for every asset.

  • Purchase dates are valid and use the same format.

  • Categories match the depreciation setup in your register.

  • Depreciation assumptions align with your current configuration.

Import the file

  1. Open your Fixed Asset Register.

  2. Select Import CSV from the toolbar.

  3. Choose your CSV file.

  4. Map each column to the matching register field.

  5. Review the preview and validation results.

  6. Import the rows that pass validation.

Review the result

After import, scan the register for missing values, duplicate assets, and any rows that landed in the wrong category. If the imported depreciation does not match expectations, update your depreciation settings and recheck the affected assets.

Common issues

  • Columns do not align with expected fields: Recheck your header row and remap during import.

  • A date cannot be read: Confirm the date format is consistent throughout the file.

  • An asset appears twice: Remove duplicates from your source file and verify the register before import.

  • Cost values are missing or blank: Ensure every row has a cost value before uploading.

  • Depreciation rates or methods do not match: Align your CSV categories with the depreciation settings configured in your register.

The Outcome

A sharp, clear register with all required fields completed, depreciation calculated from verified configuration, and zero ghost assets. The ledger is stable, consistent, and audit-ready—quietly confident in its accuracy without requiring last-minute correction.

For small updates or individual entries, Add assets with Smart Entry offers a guided alternative. After verifying your import, use Export your fixed asset register to create a backup or external copy.

Yours depreciated

Gregg

For the practical steps, see the CSV import guide.