FASgov Asset Accounting Software Topic 4: Changing the FASgov Import File

Transcription

1 FASgov Asset Accounting Software Topic 4: Changing the FASgov Import File May 24, :22 PM Page 1 of 19

2 Table of Contents Section A: Preparing the FASgov Import Spreadsheet...3 Section B: Modifying the FASgov Import Spreadsheet...4 Section C: Saving the FASgov Import Spreadsheet As A.CSV File...18 May 24, :22 PM Page 2 of 19

3 SECTION A: PREPARING THE FASGOV IMPORT SPREADSHEET To import assets, the GADOE Blank Data Import.xls import spreadsheet must be formatted exactly as the sample spreadsheet on the FASgov software CD. After the spreadsheet has been formatted correctly, it must be saved as a.csv (Comma Delimited) file. Your current spreadsheet can be modified to the correct format or your information can be copied and pasted into the empty spreadsheet within the Import folder on the CD. Click here to download the sample spreadsheet. The columns for the spreadsheet must be listed in the order within the table below: Column Column Heading Column Description A Asset Tag Number Unique identifying number. B Capital Indicates whether Capital Asset (Y) or Inventory only item (N) C Asset Class Code indicating asset class: E-Equipment/Machinery, L-Land, B- Building, I-Land Improvements, R-Building Improvements D Acquisition Date Date Purchased (MM/DD/YYYY) E Description Asset Description F Purchase Price Original Purchase Price G Current Value Estimated Current Value H Fund GDOE Chart of Accounts Fund Number I Program GDOE Chart of Accounts Program Number J Function GDOE Chart of Accounts Function Number K Object GDOE Chart of Accounts Object Number L Facility GDOE Chart of Accounts Facility Number M Building Additional Local Building/Additions Account Number N Asset Balance Account GDOE Chart of Accounts Asset Balance Account Number (Including Fund) O Depreciation Balance Account GDOE Chart of Accounts Depreciation Balance Account Number (Including Fund) P Depreciation Expense Account (Object) GDOE Chart of Accounts Depreciation Object including sub-object (5 characters) Q Percent Charged to Account Percent of original purchase price to be charged to the account number listed for this asset R Vendor Name of Vendor where asset was purchased S Title Holder Titleholder of Asset: F-Federal, S-State, L-Local T Location Description Description of Physical Location of the Asset U Current Condition Code for the Asset Condition: E-Excellent, G-Good, F-Fair, P-Poor V Useful Life Estimated Useful Life of the Asset W Serial/Model Number Serial Number or Model Number of the Asset X Method Method of Depreciation: SL-Straight Line Y Property Type N-Nondepreciable, D-Depreciable Z Full Depreciation Account No. Entire GDOE Chart of Accounts Depreciation Expense Account Number AA Quantity Number of items included in the asset May 24, :22 PM Page 3 of 19

4 SECTION B: MODIFYING THE FASGOV IMPORT SPREADSHEET B.1. MODIFYING A SPREADSHEET NOTE: Proceed to B.2: Copy and Paste Into A Spreadsheet if you wish to copy and paste information into the sample spreadsheet. 1) To move a column: a) Right-click on the column s letter. NOTE: In the screenshot example below, Column D is selected. The entire column will become highlighted after it is selected. b) Select Cut. Cut column May 24, :22 PM Page 4 of 19

5 c) To insert the column, right-click on the column s letter AFTER the column you want the cut column to be inserted. NOTE: In the screenshot example below, the cut column should be inserted after Column B so Column C is selected. d) Select Insert Cut Cells. May 24, :22 PM Page 5 of 19

6 Inserted column NOTE: The cut column is now in the correct position. e) Repeat this process as many times as necessary to move all of the columns to the correct position. May 24, :22 PM Page 6 of 19

7 2) To add a new column: a) Right-click on the column s letter AFTER the column you want the new column to be inserted. NOTE: In the screenshot example below, the new column should be inserted after Column S so Column T is selected. New column s position f) Select Insert. May 24, :22 PM Page 7 of 19

8 Inserted column s position NOTE: The new column is now inserted in the correct position. g) Add as many new columns as necessary. May 24, :22 PM Page 8 of 19

9 3) To delete a column: a) Right-click on the column s letter you wish to delete. Column to be deleted b) Select Delete. May 24, :22 PM Page 9 of 19

10 NOTE: The column is now deleted. c) Repeat this process to delete all unnecessary columns. May 24, :22 PM Page 10 of 19

11 4) To copy a formula: NOTE: The sample spreadsheet on the FASgov CD contains a formula to combine the individual account pieces into one account number for depreciation. You may copy this formula into your spreadsheet. Caution: Before you copy the formula, make certain that the columns on your spreadsheet correspond exactly with the columns listed in Section A: Preparing the FASgov Import Spreadsheet. a) Place you mouse over section Z-4 in the blank sample spreadsheet and rightclick within the cell. b) Select Copy. May 24, :22 PM Page 11 of 19

12 c) Open your spreadsheet. d) Right-click in section Z-4 and click Paste Special. e) Select Formulas. f) Click OK. May 24, :22 PM Page 12 of 19

13 Drag formula to fields g) Place your mouse over the corner of the field and drag the formula to the fields below. May 24, :22 PM Page 13 of 19

14 h) Delete the formula for any assets that will not depreciate e.g. land. i) Continue to add, delete, and modify the columns in your spreadsheet until they match the sample spreadsheet exactly. j) When your spreadsheet is formatted correctly, proceed to Section C: Saving the FASgov Import Spreadsheet as a.csv File. May 24, :22 PM Page 14 of 19

15 B.2. COPY AND PASTE INTO A SPREADSHEET 1) Open your spreadsheet and the sample spreadsheet. Copy From column 2) On your spreadsheet, right-click the column s letter of the column you want to copy. 3) Select Copy. May 24, :22 PM Page 15 of 19

16 Copy To column 4) Open the blank sample spreadsheet. 5) Right-click on the column s letter you wish to copy the information to. 6) Click Paste. May 24, :22 PM Page 16 of 19

17 NOTE: Your information is now copied to the blank sample spreadsheet. 7) Repeat these steps until all of your information is copied to the correct columns in the blank sample spreadsheet. May 24, :22 PM Page 17 of 19

18 SECTION C: SAVING THE FASGOV IMPORT SPREADSHEET AS A.CSV FILE Before you can import your completed spreadsheet, you must save it as a.csv file. NOTE: If you have modified your spreadsheet correctly by following the instructions in B.1 Modifying A Spreadsheet, proceed to Section C: Saving the FASgov Import Spreadsheet as a.csv File. 1) From the Menu Bar, select File Save As. May 24, :22 PM Page 18 of 19

19 2) Click on the drop- selection icon in the Save as type field and select CSV (Comma delimited) (*.csv). 3) Click Save. 4) Click Yes. NOTE: Your spreadsheet is now ready to import. May 24, :22 PM Page 19 of 19