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Import from Excel File
   
The Import from Excel File function within the Fixed Assets, Small Tools or Register-Fixed Assets in Acquisition registers enables efficient management of fixed asset (FA) records, especially when handling large volumes of data. This feature is particularly useful for bulk data entry or during initial system setup in PANTHEON.
The destination register for the imported FAs depends on where the Import/Export Data function is initiated. If launched from the Fixed Assets register, the imported data will be added to the Fixed Assets register. Likewise, if the function is accessed from the Small Tools register, the data will be imported into the Small Tools register.
FA records must be imported from the structured Excel file. All fields in both the Excel file and the Import from Excel File form correspond directly to fields within the registers. If any fields are left blank during import, they can either be completed within the import form before the data is transferred, or later, directly in the relevant FA records.
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Hint
To download the structured Excel file, click Template. To see examples, click Sample File .
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The Import from Excel File form can be accessed in the Toolbar of the Fixed Assets, Small Tools and Register-Fixed Assets in Acquisition registers by clicking the Import/Export Data button.
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Hint
Examples of how to use the Import from Excel File form are described on the corresponding pages of the User Manual for PANTHEON.
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The Header contains key fields and controls for importing FA data. This includes specifying the File Path to the Excel document and initiating the data import using the appropriate buttons, such as Open or Structure. The Header also provides options for previewing the imported data within the form and for transferring the verified data into the appropriate register.
| File Path |
Click the three dots to define the full File Path to the Excel file containing the FA data to be imported. If the path is incorrect, invalid, or inaccessible, the import process will fail to execute properly.
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Warning
The specified Excel file should be properly formatted according to the system’s data Structure requirements with all predefined column headers before attempting to import.
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| Open button |
Use to load and transfer data from the selected Excel file into the PANTHEON form. Once the File Path is specified, clicking this button initiates the reading process, during which the system extracts the FA information from the Excel file and displays it in a structured format within the form. |
| Transfer button |
Use to confirm and transfer the data displayed in the form into the Fixed Assets, Small Tools or Register-Fixed Assets in Acquisition registers. This step finalizes the import process by saving the imported records to the register.
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Warning
The register to which the FAs are transferred depends on the section where the Import/Export Data function is used. For example, if it is launched from the Fixed Assets register, the imported data will be added to the Fixed Assets register.
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| Structure button |
Clicking the button opens the Import Structure window, where the Structure and all required fields for the Excel file can be viewed and imported. |
| Fill in Missing Registers on Transfer |
When this option is selected, any missing entries in key registers such as Subjects, Accounts, or Cost Centers, will be automatically filled-in during the transfer process. |
| Register Overview button |
Clicking the button performs a data check. Fields with missing data will be highlighted in red.
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Warning
This button becomes available after selecting the File Path and successfully importing the FAs by clicking the Open button.
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This section displays a list of FAs that have been imported from the Excel file. All fields that were filled-in the Excel file will be automatically populated in the corresponding columns of this section. This section also allows for manual editing and data entry before the FA list is transferred to the appropriate register.
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Warning
The Inventory No. field is mandatory and must contain an inventory number, otherwise the transfer to the register cannot proceed. Additional FA information can be added later in the appropriate register.
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Sel.
(Select)
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The checkboxes are selected by default for all listed entries. A checked box indicates the FA is included in the transfer to the register. To exclude specific FAs from the transfer, simply uncheck the corresponding boxes. |
The following fields directly correspond to those in the Header:
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Inventory No.
(Inventory Number)
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Assigned to each FA for tracking and record-keeping purposes, limited to 16 characters. It is typically printed on a label affixed to the FA. |
| Quantity |
The Quantity of FAs associated with a single Inventory No. Typically, each FA is assigned its own Inventory No. so the Quantity is usually 1. However, small tools may have Quantity greater than 1 to allow for bulk entry of larger numbers of low-value items. |
| Name |
The primary Name of the FA, such as Fence, Building or Computer. |
| Name 2 |
An optional secondary name for further identification of the FA. For example, Lenovo ThinkPad T16, when the main Name is simply Computer.
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The following fields directly correspond to those in the Accounting tab:
| Acquisition Date |
The date when the FA was Purchased, typically corresponding to the date on the supplier’s invoice. This date marks the beginning of the FA’s acquisition process. |
| Activation Date |
The date when the FA was made available for use (activated). This marks the start of its operational life and is used as a reference point for beginning Depreciation Calculation. |
| Disposal Date |
The date when the FA was sold, donated or otherwise permanently removed from company’s ownership. |
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Deactiv.
(Deactivation date) |
The date when the FA was permanently taken out of active use and depreciation stopped being calculated, but is still owned by the company. It is recorded as the last day of the month during which depreciation was still applicable. |
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Deprec. Categ.
(Depreciation Category) |
Select the appropriate Depreciation Category for the FA from the drop-down menu. The selection is based on the Depreciation Categories register, which can be accessed by double-clicking the field.
Depreciation categories contain preconfigured settings such as the minimum depreciation rate, which determined the pace at which the FA's value will be expensed over time.
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Accelerated Depr.
(Accelerated Depreciation) |
Enter the following:
- T if Accelerated Depreciation is being calculated for the FA.
- F if Accelerated Depreciation is not being calculated for the FA.
Accelerated Depreciation allows a higher depreciation expense to be recognized earlier in the FA’s life.
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Warning
This option is only valid if the selected Depreciation Category includes a value in the Spec. Rate field of the Depreciation Categories register.
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Deprec. Factor
(Depreciation Factor) |
This filed corresponds to the Additional Depreciation field, where Depreciation Factor can be entered. Enter a numerical value for the rate at which a FA loses value over time:
- A positive factor increases the depreciation amount, thereby shortening the FA's useful life or reflecting higher-than-normal wear and tear.
- A negative factor reduces the depreciation amount, extending the useful life in financial records or indicating lower usage or slower deterioration.
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Cost
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Enter the total purchase value of the FA as stated on the supplier’s invoice. This amount represents the acquisition Cost of the FA and will be used for Depreciation Calculation and Reporting.
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Salvage Value
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Enter the amount expected to be recovered at the end of the FA’s useful life through sale, recycling, or minimal continued use. Enter zero if no Salvage Value is expected, meaning the full cost of the FA will be depreciated. |
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Supplier
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Select the Supplier from the drop-down menu, as listed on the invoice.
The selection is based , which can be accessed by double-clicking the field.
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Hint
Drop-down menu options are based on entries in the Subjects register. Double clicking the field opens the Subjects register, where suppliers can be added or edited.
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| Supplier’s invoice |
Enter the invoice number, which is typically listed on the supplier’s invoice document. |
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Year of Manuf.
(Year of Manufacture) |
Enter the year in which the FA was manufactured. Recording the manufacturing year helps determine the FA ’s expected useful life, maintenance schedule, and depreciation rate. |
| Calculation ID |
Enter the Items category to which the FA belongs. Items are all products, semi-finished products, raw materials, services, etc., that the company buys or sells. |
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Factory No.
(Factory Number) |
Enter the serial number or part number assigned to the FA by the manufacturer. This number is used to uniquely identify the FA among others of the same type and model. Recording the Manufacturer Part Number ensures accurate tracking, warranty management and servicing. |
The following fields directly correspond to those in the Header:
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Dept.
(Department) |
Select the Department from the drop-down menu, which displays all available Subjects classified as Departments in the Subjects register.
A Department represents an organizational unit or business function within the company (e.g., Administration, Finance, Personnel) and indicates the part of the organization to which the FA is operationally assigned. This information is important, as the data entered in the Department field is used in the Automatic Posting of depreciation and revaluation.
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Hint
Double-clicking the field opens the Subjects register, where Departments can be added or edited.
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Cost Ctr.
(Cost Center) |
Select the Cost Center from the drop-down menu. The available options are based on entries from the Cost Centers register.
A Cost Center is a financial unit used to track where costs are incurred, such as specific projects or activity. It is used to monitor and manage financial performance.
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Hint
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Person Resp.
(Person Responsible) |
This field corresponds to the Assigned to field. Select from the drop-down menu the person responsible for FA’s management
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Hint
Double-clicking the field opens the Employee Files, where employees can be added or their data edited.
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Caretaker
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From the drop-down menu selected the person responsible for FA’s condition, maintenance schedule, overall care and usage.
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Hint
Data is sourced from the Subjects register. It can be accessed by double-clicking the field, where Caretakers can be added or edited.
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Component of
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Enter the Inventory Number of the parent FA. This defines the FA as a Component of the selected parent. For example, windows can be marked as a Component of a building.
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Hint
The relationship between FAs can be seen in the Structure Tab.
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Group
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Select a predefined Group from the drop-down menu. The available Groups are sourced from the Fixed Assets Groups register.
This field is used to categorize FAs based on their type of function, such as Building, Equipment, Vehicle, or other relevant classification.
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Hint
- Double clicking the field opens the Fixed Assets Groups register, where Groups can be added or edited.
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| Functional Status |
Select the Functional Status from the drop-down menu to define the current state of the FA, such as Active, Inactive, Damaged, or other.
This status is informational only and does not affect accounting processes, but it can be used to filter FAs in Reports.
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Hint
Double-clicking the field opens the Functional State of Fixed Assets register, from which the menu options are sourced and where statuses can be added or edited.
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The following fields directly correspond to those in the Value tab:
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Date
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Select or enter the Date of acquisition. When transferring FA to the register, the Entry Type will be automatically set to 1-Acquisition.
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Cost
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This field corresponds to the Purchase Value field, and it represents the value recorded at the time of the FA’s acquisition.
The Purchase value is always entered as a positive amount, whether it reflects the original or the revalued figure. |
| Accumulated Depreciation |
Enter the total amount of depreciation expense recorded for the FA since it was acquired and placed into service. |
| Status |
Select the Status from the drop-down menu, which is assigned to each FA to indicate its condition:
- AK (Active): the default status for all active FAs.
- NA (Non-active): assigned to FAs that have been sold, written off, deactivated, or disposed of.
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Warning
This Status is not the same as the Functional Status, which corresponds to the Status field in the Header of the FA register.
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Hint
Double-clicking the field opens the Fixed Asset Status where a new Status can be added or edited.
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The following fields directly correspond to those in the Movement tab:
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Location
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Select the Location from the drop-down menu to specify the physical Location of the FA within the organization. It indicates where the FA is currently housed, stored, or in use.
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Hint
Double-clicking the field opens the Fixed Asset Locations register, where Locations can be added or edited.
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Company
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Select the Company from the drop-down menu. It indicates which company the FA is assigned to, particularly in environments with multiple child or subsidiary companies within the organization.
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Hint
Double-clicking the field opens the Subjects register, where Companies can be added or edited.
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Dept. movement
(Department movement)
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Select the Department from the drop-down menu.
It represents an organizational unit or business function within the company (e.g., Administration, Finance, Personnel) and indicates the part of the organization to which the FA is operationally assigned.
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Hint
- Double-clicking the field opens the Subjects register, where Departments can be added or edited.
- This data is used in automatic posting of depreciation and revaluation.
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Cost Ctr. movement
(Cost Center movement)
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Select the Cost Center from the drop-down menu.
A Cost Center is a financial unit used to track where costs are incurred, such as specific projects or activity. It is used to monitor and manage financial performance.
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Hint
- Double-clicking the field opens the Cost Centers register where a new Cost Center can be added or edited.
- This data is used in the Automatic Posting of FAs.
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Issued on
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This field corresponds to the Date of Issue field, which represents the date a FA was assigned to a specific Location, Company or Department.
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Hint
This date influences postings to the General Ledger based on the selected posting method.
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| Expected Return Date |
Enter or select the planned date by which the FA should be returned to its original Location, Company or Department. |
| Return Date |
This field corresponds to the Returned field. Enter or select the actual date on which the FA was returned to its original Location, Company or Department. This confirms the completion of the transfer or temporary use. |
| Quantity movement |
Enter the Quantity, reflecting the total number of items that were moved. |
| Clerk |
Enter the employee responsible for FA’s movement. |
This field populates automatically:
| RI |
Data in this field is generated automatically and it indicates the status of the item in a form of a key. |
The following fields directly correspond to those in the Accounting tab:
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Acquisition Account DR
(Acquisition Account Debit)
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The account where the debited purchase value of the FA is posted (typically from account group 0). |
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In Acquisition Account CR
(Acquisition Account Credit)
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The account for the credit contra-entry recorded when the FA is activated. |
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Deprec. Account DR
(Depreciation Account Debit)
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The account where the depreciated amount is posted on the debit side, representing the company’s depreciation expense (typically from account group 43). |
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Deprec. Account CR
(Depreciation Account Credit)
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The account where the depreciated amount is posted on the credit side, representing the reduction of the FA’s book value (typically from account group 0). |
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Upward Reval. Acct. DR
(Upward Revaluation Account Debit)
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The account for posting the debit-side adjustment of FAs due to an Upward Revaluation (account group 0). |
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Upward Reval. Acct. CR
(Upward Revaluation Account Credit)
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The account for posting the credit-side adjustment of FAs due to an Upward Revaluation (account group 0). |
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Upward Reval. Acct. Diff.
(Upward Revaluation Account Difference)
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The account for posting the difference between the Upward Revaluation of the purchase value and the Upward Revaluation of accumulated depreciation, usually posted to a credit account (account group 95) for capital adjustments. |
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Downw. Reval. Acct. DR
(Downward Revaluation Account Debit)
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The account for posting the debit-side adjustment of FAs due to a Downward Revaluation (account group 0). |
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Downw. Reval. Acct. CR
(Downward Revaluation Account Credit)
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The account for posting the credit-side adjustment of FAs due to a Downward Revaluation (account group 0). |
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Downw. Reval. Acct. Diff.
(Downward Revaluation Account Difference)
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The account for posting the balance of Downward Revaluation Differences to the debit side, representing revaluation-related operating costs (typically under parent account 720). |
The following fields correspond to the Custom Fields tab, which can be configured in the Administration Panel. These fields allow for the inclusion of additional, organization-specific data during import. Information can be entered in these fields only when Custom Fields have been configured in the Administration Panel.
| Text field 1 to 10 |
If custom Text Fields are in use, enter the appropriate textual information, for example the maintenance or other company, special vendor contacts information, insurance policy number and other FA-specific information. |
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Num. Field 1 to 10
(Numerical Field) |
If custom Numerical Fields are in use, enter the corresponding numerical values in these fields, such as price for the service, frequency of maintenance and other FA-specific information. |
| Date Field 1 to 4 |
If custom Date Fields are in use, enter the relevant dates, for example maintenance due date, warranty expiration date and other FA-specific information. |
The following fields correspond to those in the Tax Depreciation tab, which is only visible if Tax Depreciation has been enabled in the Administration Panel. Information from these fields can be imported only when this feature is activated.
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Tax Deprec. Date
(Tax Depreciation Date) |
Enter or select the Tax Depreciation Date. This is the FA activation Date, which determines the starting point for tax Depreciation Calculation.
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Tax Deprec. Cost
(Tax Depreciation Cost) |
This field corresponds to the Purchase Value field and to the purchase value recorded at the time of the FA’s acquisition.
The Purchase value is always entered as a positive amount, whether it reflects the original or the revalued figure. |
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Accumulated Tax Deprec.
(Accumulated Tax Depreciation) |
Enter the total amount of depreciation expense recorded for the FA since it was acquired and placed into service. |
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Tax Deprec. Status
(Tax Depreciation Status) |
Enter the status, which is assigned to each FA to indicate its condition:
- AK (Active): the default status for all active FAs.
- NA (Non-active): assigned to FAs that have been sold, written off, deactivated, or disposed of.
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Warning
This Status is not the same as the functional Status in the Header.
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The following fields directly correspond to those in the Utilization tab:
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Util. Start
(Utilization Start)
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Enter or select the date when the FA was issued to the employee. This marks the beginning of the utilization period (e.g., when a laptop or tool was received by the employee). |
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Util. End
(Utilization End) |
Enter or select the date when the FA was returned by the employee, indicating the end of the utilization period. |
| Quantity |
Shows how many FAs have been assigned to the employee(s). This field is automatically populated, but can be manually adjusted. |
The following field directly corresponds to the field in the Value tab:
| Document |
Enter the internal invoice number from the Invoice No. field, formatted as a single continuous number (for example 2011000000001).
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Warning
The invoice related to the FA must be entered into PANTHEON before importing. This way, it receives an internal PANTHEON invoice number, which can then be entered in the Document field.
Alternatively, this field can be left empty during import. The FA can be later linked to the invoice in the register, using the Internal Document field on the Accounting tab.
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The following field directly corresponds to the field in the Header:
| Posting method |
Select the posting method from the drop-down menu. It
defines how the FA’s depreciation and related postings are calculated. Its settings are defined in the Depreciation Categories register.
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