Import asset bills from Excel
If you have many fixed assets, for example when you move your asset register from another system, import them from an Excel file instead of entering each asset bill by hand. The page can also load a pharmacy's asset bills as sample data.
Go to Assets section › Import Asset Bills. You need permission to add asset bills; to approve them you also need the Fixed Assets approve permission.
Steps
- Click Download Template. The file has two sheets:
- Assets: empty, with the column names in the first row. Fill this one. The Supplier, Category, AssetAccount and Currency columns offer your names in drop-downs.
- Sample: the asset bills of a small pharmacy, to see how the rows are filled and to copy from.
- Fill one row per asset on the Assets sheet. Don't rename the column names in the first row.
- Choose the Project and Save asset bills as: Approved (the default: posted to the ledger straight away, like Save and Approve) or Draft (saved, not posted; approve them later from the asset bill list).
- Upload the file (
.xlsx, up to 5 MB and 5000 rows). Every row is checked straight away and shows Ready or the problems found, for exampleAssetAccount: Use an assets account. (5132). Nothing is saved yet. - When every row is ready, click Import. All bills are saved together. If anything fails, nothing is saved.
If a row needs a supplier, asset category, account, currency or financial year that doesn't exist yet, add it in the app, then click Check again. You don't need to upload the file again. To fix anything else, correct the file and upload it again.
How rows become bills
Rows with the same BillNo are one asset bill, for example rows A1, A1, A1 and then A2. The BillNo only groups the rows in your file: each bill gets its real bill number automatically, in date order, in the same format as a bill entered by hand.
The bill's Date, DueDate, Supplier, Reference, Note, Currency and ExchangeRate are taken from its first row that has them. You can repeat them on every row or leave them empty on the other rows, but they must not differ.
Columns
| Column | Required | Notes |
|---|---|---|
| BillNo | Yes | Groups the assets of one bill |
| Date | Yes | Year-month-day, for example 2026-01-31 (an Excel date cell also works). Must be inside an open financial year and month. It is also each asset's purchase date |
| DueDate | No | Empty = the bill date. Can't be before the date |
| Supplier | No | An active supplier's name or code. Empty = the default supplier from the Company settings |
| Reference | No | Up to 50 characters |
| Note | No | Up to 450 characters |
| AssetName | Yes | For example Medicine refrigerator 2-door 700 L |
| Category | No | From Assets section › Category of Assets. Empty = your first asset category |
| AssetAccount | Yes | The asset account's code or name, for example 1215 or Vehicles. Must be an Assets child account |
| Quantity | No | A whole number. Empty = 1 |
| PurchasePrice | Yes | Above 0. The asset's amount is quantity × price |
| Location, Description | No | Where the asset is, and a note. Up to 450 characters |
| UsefulLifeYears | No | A whole number from 1 to 100. Empty = 5 |
| DepreciationRate | No | Empty or 0 = straight line. Above 0 = declining balance: book value × (rate ÷ useful life) a year, so 2 is double-declining balance. See Depreciation |
| SalvageValue | No | What the asset will be worth at the end; between 0 and its amount. Empty = 0 |
| DisposalDate | No | Empty = the bill date plus the useful life. Must be after the bill date |
| Currency | No | Only when multi-currency is on. Empty = your base currency. One currency per bill |
| ExchangeRate | No | Only for a foreign currency. Empty = the latest rate entered for that currency |
Type amounts with a dot for decimals (1500.50).
What it posts
Approved bills post the same entries as Save and Approve: Dr each asset account, Cr Accounts Payable for the bill total. Each row becomes a fixed asset in Assets section › Fixed Assets, ready for depreciation, and the bill is paid later with asset payments.
Checks
- Closed period: a date in a closed financial year or a closed month is refused.
- Plan: the import is blocked when your assets plus the rows in the file would be more than your plan allows (the plan counts assets, not bills).
- Accounts Payable must be set in Ledger configuration.
Sample data
Load sample data shows the sample asset bills in the preview: a pharmacy's shop fit-out (wall shelving, dispensing counter, tablet drawer cabinet, waiting chairs), medicine and insulin refrigerators, POS computers, barcode scanners and receipt printers, the pharmacy software licence, air conditioners, patient testing devices (blood pressure monitors, baby scale, glucometer), a CCTV system, a delivery motorbike (double-declining balance), the illuminated green-cross sign, a backup generator and the pharmacy operating licence. The amounts are in Iraqi dinars.
Load sample data is on free plans (Demo and Training) only. On a paid plan the button is hidden; the template's Sample sheet is still there to copy rows from.
The sample uses the suppliers of the Import suppliers sample and the asset categories Medical Equipment, Furniture and Fixtures, Computers and POS, Electrical Equipment, Vehicles and Licences and Software. Import the suppliers and add those categories first; a sample supplier or category your company doesn't have is left empty, so the default supplier and your first asset category are used instead. You need at least one asset category.
If your base currency is not IQD, the sample amounts are in IQD when multi-currency is on and IQD is one of your currencies. Otherwise they are in your base currency, divided by 1000.
The sample bills are real asset bills in your books. Import them only in a company you use for practice, or delete them afterwards from the asset bill list.