Import & Export Guide#

Comprehensive guide to importing and exporting data in AssetVault.

Overview#

AssetVault provides flexible import and export capabilities to:

• Integrate with existing systems
• Perform external analysis
• Share data with stakeholders
• Backup your data
• Migrate between systems

Import Methods#

1. Bulk Upload (Excel)#

Primary method for importing multiple assets.

See: Bulk Upload Guide for detailed instructions.

Quick Summary:

1. Download Excel template
2. Fill in asset data
3. Upload and validate
4. Import assets

Supported Data:

• Fixed assets (owned)
• Right-of-use assets (leased)
• Asset master data
• Location and department info

2. Manual Entry#

For single assets or quick additions:

1. Navigate to Assets → Create Asset
2. Fill in the form
3. Click Create

Best For:

• Small number of assets
• One-off additions
• Assets requiring photos/attachments

3. API Import (Coming Soon)#

Programmatic data import via REST API.

Use Cases:

• ERP integration
• Automated data sync
• Third-party system integration

Export Methods#

1. Excel Exports#

Exporting Owned Assets#

Steps:

1. Navigate to Assets → Summary
2. (Optional) Apply filters for specific assets
3. Click Export dropdown
4. Select Export Owned Assets
5. Excel file downloads automatically

File Contents:

• Sheet 1: Asset Master Data
  • Asset ID, Name, Type
  • Purchase details
  • Current net book value
  • Depreciation method and useful life
• Sheet 2: Depreciation Schedule
  • Month-by-month depreciation
  • Opening balance, depreciation, closing balance
  • Accumulated depreciation
• Sheet 3: Summary Statistics
  • Total asset value
  • Total accumulated depreciation
  • Asset count by type

Use Cases:

• External financial analysis
• Audit documentation
• Insurance valuations
• Executive reporting

Exporting Leased Assets#

Steps:

1. Navigate to Assets → Summary
2. Ensure Show: Leased Assets is selected
3. Click Export dropdown
4. Select Export Leased Assets
5. Excel file downloads

File Contents:

• Sheet 1: ROU Assets
  • Lease ID, asset description
  • Commencement date
  • Lease term and payment details
  • ROU asset value
• Sheet 2: Lease Liabilities
  • Opening balance
  • Interest expense
  • Payment amount
  • Closing balance
• Sheet 3: Lease Payments Schedule
  • Future payment obligations
  • Maturity analysis
• Sheet 4: IFRS 16 Disclosures
  • Total lease liabilities
  • Maturity profile
  • Expense breakdown

Use Cases:

• IFRS 16 compliance reporting
• Lease obligation tracking
• Financial statement preparation

Tutorial GIF: Complete export workflow

2. PDF Reports#

Generate printable reports for stakeholders.

Available Reports:

• Asset Register (PDF)
• Depreciation Schedule (PDF)
• Disposal Summary (PDF)
• Lease Liability Report (PDF)

Steps:

1. Navigate to Reports
2. Select report type
3. Apply filters (date range, asset type, etc.)
4. Click Generate PDF
5. PDF opens in new tab for printing or saving

Use Cases:

• Board presentations
• Audit documentation
• External stakeholder sharing
• Physical file records

3. CSV Exports#

Raw data export for custom analysis.

Steps:

1. Navigate to Assets → Summary
2. Click Export → Export as CSV
3. CSV file downloads

Format:

• Comma-separated values
• UTF-8 encoding
• Header row included

Use Cases:

• Import into BI tools (Tableau, Power BI)
• Custom Excel analysis
• Database imports
• Data warehousing

4. Journal Entries#

Export accounting journals for posting to your ERP.

Steps:

1. Navigate to Journals
2. Select period (month/quarter/year)
3. Click Export Journals
4. Choose format:
   • Excel: Formatted journal template
   • CSV: Raw journal entries

File Contents: | Date | Account Code | Description | Debit | Credit | |------|--------------|-------------|-------|--------| | 2024-01-31 | 6000 | Depreciation expense | 1,000.00 | | | 2024-01-31 | 1200 | Accumulated depreciation | | 1,000.00 |

Use Cases:

• Posting to accounting systems
• Month-end close
• Financial consolidation

Export Filtering#

Date Range Filters#

Apply date filters before exporting:

1. Set Report Start Date and Report End Date
2. Click Apply Filter
3. Only assets active in that period are exported
4. Depreciation schedules limited to date range

Example: Export assets purchased in 2024:

• Start: 2024-01-01
• End: 2024-12-31

Asset Type Filters#

Export specific asset categories:

1. Check asset type checkboxes (IT Equipment, Vehicles, etc.)
2. Click Apply
3. Export includes only selected types

Location/Department Filters#

Filter by organizational unit:

1. Select location from dropdown
2. And/or select department
3. Export shows only matching assets

Custom Queries#

Save commonly used filter combinations:

1. Apply filters
2. Click Save Filter
3. Name the filter (e.g., "London IT Assets")
4. Reuse from Saved Filters dropdown

Data Formats Reference#

Excel Format (.xlsx)#

Advantages:

• Multiple sheets for related data
• Formatted tables and headers
• Formulas and calculations
• Charts and visualizations

File Size: Typically 100KB - 5MB for 1000 assets

CSV Format (.csv)#

Advantages:

• Universal compatibility
• Lightweight file size
• Easy to parse programmatically
• Import into databases

File Size: Typically 50KB - 2MB for 1000 assets

Limitations:

• Single table only (no multiple sheets)
• No formatting or formulas
• Manual header interpretation

PDF Format (.pdf)#

Advantages:

• Professional, printable reports
• Preserves formatting
• Cannot be altered
• Universal viewing

File Size: Typically 200KB - 10MB depending on pages

Limitations:

• Not editable
• Not suitable for data import
• Larger file sizes

Integration Patterns#

Periodic Export to ERP#

Scenario: Monthly export of depreciation journals to accounting system.

Workflow:

1. Last day of month: Generate depreciation journals
2. Export to Excel or CSV
3. Review and validate journals
4. Import into ERP (SAP, Oracle, QuickBooks, etc.)
5. Post journals in ERP

Automation: Use API (coming soon) to automate steps 1-3.

Backup and Archive#

Scenario: Quarterly data backup for compliance.

Workflow:

1. Export all assets to Excel
2. Export all journals to CSV
3. Save files to secure backup location
4. Maintain 7 years of backups per retention policy

Frequency: Quarterly or monthly

Business Intelligence Integration#

Scenario: Feed asset data into Power BI dashboard.

Workflow:

1. Weekly CSV export of asset data
2. Upload to cloud storage (OneDrive, SharePoint)
3. Power BI connects to CSV file
4. Refresh dashboard automatically

Result: Real-time asset analytics in BI tool

Advanced Export Options#

Scheduled Exports (Coming Soon)#

Set up recurring exports:

1. Configure export (filters, format)
2. Set schedule (daily, weekly, monthly)
3. Choose delivery method (email, cloud storage)
4. Exports run automatically

API Exports (Coming Soon)#

Programmatic data retrieval:

curl -X GET https://api.assetvault.com/v1/assets \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Accept: application/json"

Response:

{
  "assets": [
    {
      "id": "AV-0001",
      "name": "Laptop",
      "cost": 1200.00,
      "netBookValue": 800.00,
      ...
    }
  ]
}

Webhook Notifications (Coming Soon)#

Receive real-time updates:

• New asset created
• Asset disposed
• Depreciation calculated
• Impairment recorded

Troubleshooting#

Export file is empty#

Causes:

• No assets match applied filters
• Date range excludes all assets
• Permission issues

Solution:

• Remove filters and try again
• Expand date range
• Check user permissions

Excel file won't open#

Causes:

• File corrupted during download
• Incompatible Excel version
• File too large

Solution:

• Re-download the file
• Try opening in newer Excel version
• Split export into smaller batches

CSV import fails in other system#

Causes:

• Incorrect delimiter (comma vs. semicolon)
• Encoding issues (UTF-8 vs. ASCII)
• Header mismatch

Solution:

• Check CSV delimiter in target system
• Re-export with correct encoding
• Map headers manually

Missing data in export#

Causes:

• Assets filtered out
• Optional fields left blank
• Export template outdated

Solution:

• Verify all assets are included
• Check for applied filters
• Re-download latest template

Best Practices#

✅ Do:

• Export regularly for backup
• Validate exported data before import into other systems
• Use filters to export only necessary data
• Test import process with small sample first
• Document your export/import procedures

❌ Don't:

• Export sensitive data to unsecured locations
• Share exports containing personal data via email
• Import data without reviewing first
• Delete source data before confirming successful import

Security Considerations#

Data Protection#

• Exported files may contain sensitive financial data
• Ensure files are stored securely (encrypted drives, secure cloud)
• Delete temporary export files after use
• Limit access to export functionality (role-based)

GDPR Compliance#

When exporting data containing personal information:

• Only export necessary data
• Ensure compliance with data subject rights
• Maintain audit log of exports
• Implement data retention policies

See: Data Protection Policy

Video Tutorials#

• Exporting Owned Assets
• Exporting Lease Schedules
• Bulk Upload Process

FAQ#

Q: Can I export data for multiple companies at once?
A: Not currently. You must export each company separately. Consolidated exports coming soon.

Q: How often should I export data?
A: At minimum, monthly for backup. More frequently if integrating with other systems.

Q: Can I schedule automatic exports?
A: Scheduled exports are coming soon. Currently, exports are manual.

Q: What's the maximum number of assets I can export?
A: No hard limit, but exports with 10,000+ assets may be slow. Consider batching.

Q: Can I customize the export format?
A: Not currently. Use CSV export and transform data externally for custom formats.

Next Steps#

• Learn about Bulk Upload
• Explore Fixed Assets Management
• Review Troubleshooting Guide

Support#

Need help with imports or exports?
Contact: [[CONTACT EMAIL]]

Pro Tip: Set up a monthly export routine to ensure you always have a current backup of your asset data.