Rules and requirements for entering fixed asset details into the import template

Follow these rules and formatting requirements when you complete the template for importing fixed assets.

Rules for entering fixed asset details

  • Leave the first row in place as the header row.
  • Don't delete or re-order any columns.
  • Edit or delete all sample data.
  • The asset number must be unique. If the number matches an existing draft asset, it will update the asset's details. If the number matches an existing registered asset, the import can't complete. Change the asset number or remove the asset from the template.
  • You must select one format for all dates in the template:

    • dd/mm/yyyy
    • mm/dd/yyyy
    • yyyy/mm/dd
  • Only the asset name and number fields are mandatory. Other fields can be left blank if you want the asset type defaults to apply, if you want to complete a field after the import, or the field does not apply for that asset.
We recommend downloading a fresh copy of the import template when you import assets into Xero. Older copies may differ from the current version and not upload.

Template field requirements

Fields with an asterisk (*) are mandatory.

ColumnColumn header in templateAsset field in XeroDescription
A*AssetNameAsset NameRequired field, name of asset.
B*AssetNumber Asset NumberRequired field, must be unique, can use any format.
CPurchaseDate Purchase DateDate format.
DPurchasePrice Purchase PriceNumber (no currency symbol or commas). For example, 1250.75.
EAssetType Asset Type

The exact name of the relevant asset type in your fixed assets settings.

The asset type's default depreciation details will be applied to the asset if you leave those fields blank in the template.

FDescription DescriptionFree text.
GTrackingCategory1  The exact name of existing tracking category 1 in your settings.
HTrackingOption1  The exact name of existing tracking option 1 in your settings.
ITrackingCategory2  The exact name of existing tracking category 2 in your settings.
JTrackingOption2  The exact name of existing tracking option 2 in your settings.
KSerialNumber Serial NumberFree text.
LWarrantyExpiry Warranty ExpiryDate format.

Book Value

Leave these fields blank if you want the asset to use the asset type defaults.

If you want the asset to have different values from the asset type defaults, enter information into these fields.

MBook_Depreciation
StartDate
Depreciation Start DateDate format.
NBook_CostLimitCost Limit

Number (no currency symbol or commas). For example, 1250.75.

Can't be greater than PurchasePrice.

Can't be negative.

OBook_ResidualValue Residual value

Xero will stop depreciating the asset when it reaches this book value. Leave the cell blank if you want the asset to depreciate over time to 0.

Number (no currency symbol or commas). For example, 1250.75.

Can't be greater than Book_CostLimit.

Can't be negative.

PBook_Depreciation
Method
Depreciation Method

Exact text of the depreciation method:

  • No Depreciation
  • Straight Line
  • Diminishing Value
  • Diminishing Value (150%)
  • Diminishing Value (200%)
  • Full Depreciation at Purchase
QBook_AveragingMethodAveraging Method

Exact text of averaging method:

  • Actual Days
RBook_Rate Depreciation Rate

If the Book_DepreciationMethod in column P is No Depreciation, Diminishing Value (150%), Diminishing Value (200%) or Full Depreciation at Purchase, leave this field blank.

Otherwise enter either:

  • Depreciation rate - Enter a number, for example, 15.25
  • Years - For example, 5

Enter information in one column only.

SBook_EffectiveLife Effective Life (Yrs)
TBook_OpeningBook
AccumulatedDepreciation
Accumulated Depreciation

Only applies to assets with a Depreciation Start Date earlier than your Fixed Asset Start Date.

Enter the amount of depreciation the asset had accumulated up to the Fixed Asset Start Date.

Number (no currency symbol or commas). For example, 1250.75.

Tax Value

If you don't use tax reporting, leave these fields blank.

If you use tax reporting:

  • Leave these fields blank if you want the asset to use the asset type defaults.
  • If you select Pooled as the depreciation method, you must enter the pool name at column V.
UTax_Depreciation
Method
Depreciation Method

Exact text of the tax depreciation method.

Non-pooled asset:

  • No Depreciation
  • Straight Line
  • Diminishing Value
  • Diminishing Value (150%)
  • Diminishing Value (200%)
  • Full Depreciation
    at Purchase

Pooled asset:

  • Pooled
VTax_PoolNamePool Name

Non-pooled asset:

Leave blank.

Pooled asset:

Exact pool name.

WTax_PooledDatePooled Date

Non-pooled asset:

Leave blank.

Pooled asset:

Pooled date.

XTax_PooledAmountPooled Amount

Non-pooled asset:

Leave blank.

Pooled asset:

The pooled value of the asset on its pooling date.

Number (no currency symbol or commas). For example, 1250.75.

Can't be greater than PurchasePrice.

Can't be negative.

YTax_Depreciation
StartDate
Depreciation Start Date

Non-pooled asset:

Date format.

Pooled asset:

Leave blank.

ZTax_CostLimitCost Limit

Non-pooled asset:

Number (no currency symbol or commas). For example, 1250.75.

Can't be greater than PurchasePrice.

Can't be negative.

Pooled asset:

Leave blank.

AATax_ResidualValue Residual Value

Non-pooled asset:

Number (no currency symbol or commas). For example, 1250.75.

Can't be greater than Tax_CostLimit (if entered) or Purchase Price.

Can't be negative.

Pooled asset:

Leave blank.

ABTax_AveragingMethod Averaging Method

Non-pooled asset:

Exact text of averaging method:

  • Actual Days

Pooled asset:

Leave blank.

ACTax_Rate Depreciation Rate

Non-pooled asset:

If the Tax_DepreciationMethod in column U is No Depreciation, Diminishing Value (150%), Diminishing Value (200%) or Full Depreciation at Purchase, leave this field blank. Otherwise enter either:

  • Depreciation rate - Enter a number, for example, 15.25
  • Years - For example, 5

Enter information in one column only.

Pooled asset:

Leave blank.

ADTax_EffectiveLife Effective Life (Yrs)
AETax_OpeningAccumulated
Depreciation
Accumulated Depreciation

Only applies to assets with a tax Depreciation Start Date earlier than your Tax Start Date.

Non-pooled asset:

Enter the amount of tax depreciation the asset had accumulated up to the Tax Start Date.

Number (no currency symbol or commas). For example, 1250.75

Pooled asset:

Leave blank.

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