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Export to Excel
   
The Export to Excel function, available within the Fixed Assets, Small Tools or Register-Fixed Assets in Acquisition registers, enables the export of fixed asset (FA) data into an Excel file. The content of the exported file depends on the register from which the Import/Export Data function is launched. If initiated from the Fixed Assets register, the exported data will reflect the contents of that register. Similarly, if the function is used within the Small Tools register, only data from that register will be exported.
Before exporting, the data can be reviewed in the Export to Excel form. Any missing or required fields can be manually completed or corrected. All fields within the Export to Excel form directly correspond to the fields used in all three registers. As a result, if information has been entered into the registers, it will automatically appear in the corresponding fields of the export form. Fields that have not been populated in the register will remain empty in the export file.
The Export to Excel form can be accessed in the Toolbar of the Fixed Assets, Small Tools or Register-Fixed Assets in Acquisition registers by clicking the Import/Export Data button.
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Hint
Examples of how to use the Export to Excel form are described on the corresponding pages of the User Manual for PANTHEON.
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The Export to Excel form is divided into the following sections:
The Header contains the key fields and controls required for exporting FA data. This includes specifying the File Path for the Excel file to which the data will be exported locally, as well as initiating the export process using Export Data button.
| File Path |
Click the three dots button to define the full File Path to the Excel file that contains the prepared fields for data export. If the path is incorrect, invalid, or inaccessible, the export 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 export.
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Status
- AK (Active)
- NA (Inactive)
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Select from the Status drop-down menu which assets will be prepared for export:
- AK – when the Prepare Data button is clicked, the program will prepare only FAs that are marked as active.
- NA - when Prepare Data button is clicked, the program will prepare only FAs that are marked as inactive.
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Hint
If the field is left empty, both active and inactive FAs will be prepared for export.
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| Prepare Data button |
Clicking the Prepare Data button generates a List of Assets which will be included in the export. |
| Export Data button |
Clicking the Export Data button exports prepared data into the specified Excel file. |
| Structure button |
Clicking the Structure button opens the Import Structure window, where the Structure and all required fields for the Excel file can be viewed and imported. |
This section displays a List of Assets that have been prepared for export based on the data available in the FA registers. Fields already populated in the registers are automatically filled in within the Export to Excel form. If any required information is missing or incomplete, this section allows for manual entry or correction before exporting. This ensures that all FA details are accurate, complete, and ready for export to the Excel file.
The following fields directly correspond to those in the Header:
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Inventory No.
(Inventory Number) |
Assigned to each FA for tracking and record-keeping purposes. 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) |
Defines how the FA is depreciate over its useful life. Depreciation categories contain preconfigured settings such as the Minimum Depreciation Rate, which determines the pace at which the FA’s value will be expensed over time.
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Hint
Different depreciation category can be selected from the drop-down menu. Double-clicking the field opens the Depreciation Categories register, where depreciation categories can be added or edited.
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Accelerated Depr.
(Accelerated Depreciation) |
This field can have two entries:
- 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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Deprec. Factor
(Depreciation Factor) |
This filed corresponds to the Additional Depreciation field, where Depreciation Factor can be entered. It is a numerical value for the rate at which an FA loses value over time. |
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Cost
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The total purchase value of the FA as stated on the supplier’s invoice. This amount represents the acquisition Cost of the FA and is used for Depreciation Calculation and Reporting. |
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Salvage Value
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Represents the amount expected to be recovered at the end of the FA’s useful life through sale, recycling, or minimal continued use. It is deducted from the purchase value to determine the depreciable amount. Zero means that no Salvage Value is expected, meaning the full cost of the FA will be depreciated. |
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Supplier
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The Supplier of the FA as listed on the invoice.
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Hint
A different Supplier can be selected from the drop-down menu. Double-clicking the field opens the Subjects register, where new subjects can be added or edited.
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| Supplier’s invoice |
The invoice number which is typically listed on the supplier’s invoice document. |
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Year of Manuf.
(Year of Manufacture) |
The year in which the FA was manufactured. The record of the manufacturing year helps determine the FA’s expected useful life, maintenance schedule, and depreciation rate. |
| Calculation ID |
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) |
The serial number or part number assigned to the FA by the manufacturer. It is used to uniquely identify the FA among others of the same type and model. |
The following fields directly correspond to those in the Header:
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Dept.
(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.
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Hint
A different Department can be selected from the drop-down menu. Double-clicking the field opens the Subjects register, where Departments can be added or edited.
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Cost Ctr.
(Cost Center) |
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
A different Cost Center can be selected from the drop-down menu. Double-clicking the field opens the Cost Centers register, where Departments can be added or edited.
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Person Resp.
(Person Responsible) |
This field corresponds to the Assigned to field in the FA register. It lists the person responsible for FA’s management.
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Hint
A different employee can be selected from the drop-down menu. Double-clicking the field opens the Employee Files where new employees can be added or data of exsting ones edited.
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Caretaker
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Displays the employee designated as responsible for the FA’s condition, maintenance schedule, overall care, and proper usage.
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Hint
Different employee can be selected from the drop-down menu. Double-clicking the field opens the Subjects register, where new subjects can be added or edited.
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Component of
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This field lists the Inventory Number of the parent FA if one has been selected in the register.
The relationship between FAs can be seen in the Structure Tab. |
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Group
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Used to categorize FAs based on their type of function, such as Building, Equipment, Vehicle, or other relevant classification.
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Hint
A different Group can be selected from the drop-down menu. Double-clicking the field opens the Fixed Assets Groups register where new Groups can be added or edited.
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| Functional Status |
Defines FA's current state, such as Active, Inactive, Damaged, or other. This status is for information purposes only.
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The following fields directly correspond to those in the Value tab:
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Date
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Corresponds to the most recent entry in the Value tab, reflecting the last change made to the FA. For example, it may indicate the date of acquisition (if that is the only entry in the tab), the last depreciation calculation, FA revaluation, or disposal.
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| Cost |
Corresponds to the most recent entry in the Purchase Value field, indicating the last updated Purchase Value of the FA. |
| Accumulated Depreciation |
The total amount of depreciation expense recorded for the FA since it was acquired and placed into service. |
| Status |
Indicates FA's 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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Specifies 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
A different Location can be selected from the drop-down menu. Double-clicking the field opens the Fixed Asset Locations register, where new Locations can be added or edited.
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Company
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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
A different Company can be selected from the drop-down menu. Double-clicking the field opens the Subjects register, where new Companies can be added or edited.
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Dept. movement
(Department movement)
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Represents an organizational unit or business function within the company (e.g., Administration, Finance, Personnel) and indicates the part of the organization the FA is operationally assigned to.
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Hint
Double-clicking the field opens the Subjects register, where new Departments can be added or edited.
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Cost Ctr. movement
(Cost Center movement)
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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
A different Cost Center can be selected from the drop-down menu. Double-clicking the field opens the Cost Centers register where a new Cost Center can be added or edited.
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| Issued on |
This field corresponds to the Date of Issue field, which represents the date a FA was assigned to a specific Location, Company or Department. |
| Expected Return Date |
The planned date by which the FA should be returned to its original Location, Company or Department. |
| Return Date |
Corresponds to the Returned field, which represents the actual date on which the FA was returned to its original Location, Company or Department, confirming the completion of the transfer or temporary use. |
| Quantity movement |
Reflects the total number of items that were moved. |
| Clerk |
The employee responsible for FA’s movement. |
This field generates 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 tab fields, which can be configured in the Administration Panel. These fields allow for the inclusion of additional, organization-specific data.
| Text field 1 to 10 |
If custom Text Fields are in use, the corresponding textual information will be displayed here. This may include details such as maintenance or other company, special vendor contacts information, insurance policy number or other FA-specific information. |
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Num. Field 1 to 10
(Numerical Field) |
If custom Numerical Fields are in use, the corresponding numerical values will be displayed here. This may include details such as price for service, frequency of maintenance and other FA-specific information. |
| Date Field 1 to 4 |
If custom Date Fields are in use, the corresponding relevant dates will be displayed here. This may include details such as maintenance due date, warranty expiration date and other FA-specific information. |
The following fields correspond to those in the Tax Depreciation tab:
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Tax Deprec. Date
(Tax Depreciation Date) |
Corresponds to the most recent entry in the Tax Depreciation tab, reflecting the last change made to the FA. For example, it may indicate the date of the acquisition of a new FA or last depreciation calculation. |
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Tax Deprec. Cost
(Tax Depreciation Cost) |
Corresponds to the most recent entry in the Purchase Value field, listing the last updated Purchase Value of the FA.
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Accumulated Tax Deprec.
(Accumulated Tax Depreciation)
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The total amount of tax depreciation expense recorded for the FA since it was acquired and placed into service. |
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Tax Deprec. Status
(Tax Depreciation Status) |
The Status indicating FA's condition:
- AK (Active): 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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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) |
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). |
The following field directly corresponds to the field in the Value tab:
| Document |
Displays the internal invoice number from the Invoice No. field, formatted as a single continuous number. |
The following field directly corresponds to the field in the Header:
| Posting method |
Defines how the FA’s depreciation and related postings are calculated.
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Hint
A different Posting Method can be selected from the drop-down menu.
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