Many users think that the Dynamics GP Fixed Asset Import Utility can be used only for importing new assets. But this utility can also be used to perform a Fixed Assets mass update with new General (NOT Book) information, if you have the data in an Excel file.
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Prepping the Import File
The import file must be in the layout defined by Microsoft Dynamics GP for importing general asset information (which can be found in the online help under Fixed Assets Import – Field mappings). Although all of the columns must be present in the worksheet file, you need to fill in only the Book ID (which will be “GENERAL” for all assets), Asset ID, Suffix ID, and the field(s) you want to update.
For example, if you need to populate the Structure ID for many existing assets, your Excel file needs to have all the required columns (in the exact/required order) but only the Book ID, Asset ID, Suffix ID, and the Structure ID columns would be populated. You then delete the header row and save the file as a text (tab delimited) file.
Perform the Import
Perform the import on the Asset Import/Export window (Tools>Utilities>Fixed Assets>Asset Import Export) as follows:
- Mark the “Import” box
- Enter “asset.mac” in the Macro Location field
- Mark the “Run Macro after creation” box
- Enter the path to your text/tab delimited file
- Set the Delimiter Character to “Tab”
- Click the Continue button
***NOTE: Because this is a mass update, perform the import in a test company first or make a backup of the company database before running the import.