Sage Fixed Assets Custom Import Not Working: Quickly  Troubleshooting

When Sage Fixed Assets custom import is not working, you may see a file-format error, invalid asset records, incorrect field mapping, or an import that finishes without the expected assets appearing. These problems often come from the source file, the selected import type, or the way spreadsheet columns are mapped to Sage Fixed Assets fields.

The most effective approach is to check the import file first, verify the required data formats, and then validate the records before importing them. This helps identify the actual problem without repeatedly importing the same data.

The instructions below focus on the Custom Import Helper in Sage Fixed Assets—Depreciation. Available fields and procedures may vary by product version and module.

Why Is Sage Fixed Assets Custom Import Not Working?

Common causes include:

• Unsupported file format: The spreadsheet was saved in an unsupported format or is still open in Excel.
• Incorrect field mapping: A spreadsheet column is linked to the wrong Sage Fixed Assets field.
• Invalid data formats: Dates, currency values, estimated life, or depreciation methods do not match the required format.
• Missing required fields: A new-asset import does not include the information needed to create the assets.
• Wrong import type: You selected Update Asset when you intended to create new assets, or vice versa.
• Incorrect asset identifier: An update file uses Asset ID instead of the required System Number.
• Validation errors: One or more records contain invalid or incomplete information.
• Incorrect starting row: The helper begins reading data from the wrong spreadsheet row.
• Company access conflicts: Another user is working in the company while the import is being prepared.
• Wrong company selected: The import is directed to a different company or database than expected.

Start with the file and import settings before changing the Sage Fixed Assets installation.

How to Fix Sage Fixed Assets Custom Import Not Working?

Step 1: Close the Company and Prepare a Safe Copy of the Import File

Before changing the import file, preserve the original spreadsheet and avoid importing the same data repeatedly.

1. Save a copy of the Excel or CSV file.
2. Close the company file in Sage Fixed Assets.
3. Make sure other users are not working in the company during the custom import.
4. Close the source spreadsheet in Excel before selecting it in the import helper.
5. Work with the copied file so the original data remains available if you need to correct errors.

Sage’s Custom Import instructions specify that the company should be closed and other users should not be in the company when performing the import. If you are updating existing assets, keep a record of the System Numbers and fields you intend to change. If you are creating new assets, review the source records to make sure the same assets are not already in the company.

Why this matters: A clean source file and a controlled import prevent accidental duplicate records and make it easier to identify which changes were made.

Step 2: Save the File in a Supported Format

If Sage displays an error such as “Unrecognizable file format,” check how the file was saved. The Custom Import Helper supports these formats in the documented Depreciation workflow:

• Excel Workbook (.xlsx)
• Excel 97–2003 Workbook (.xls)
• CSV, comma-delimited (.csv)

To correct the file:

1. Open the source file in Excel.
2. Select File > Save As.
3. Choose one of the supported formats.
4. For a CSV file, select the standard comma-delimited format rather than an unsupported Macintosh or MS-DOS CSV variant.
5. Save the file to a local drive on the computer running the import.
6. Close Excel.
7. Open Sage Fixed Assets and select the newly saved file through the Custom Import Helper.

If the file still produces the same format error, create a new workbook, copy the source data into it, and save it in one of the supported formats. Do not simply rename a file extension. Changing a filename from one extension to another does not convert the file’s actual format.

Step 3: Correct the Spreadsheet’s Data Formats

A file can open correctly in Excel but still fail validation in Sage Fixed Assets. Excel may automatically convert values into dates, numbers, or formulas that do not match the format expected by the import helper. For the standard Depreciation Custom Import process, review these important fields:

Field	Required format or check
Date fields	Use MM/DD/YYYY
Acquisition Value	Use a numeric value with a decimal point, without commas or a dollar sign
Estimated Life	Use four digits, such as 0506 for 5 years and 6 months
Depreciation Method	Use a valid method code for the selected asset and book
Text fields	Confirm that values match the destination field’s requirements

Before importing:

1. Open the file in Excel.
2. Format the relevant columns as General or Text, as appropriate for the import requirements.
3. Correct date fields to the required date format.
4. Remove dollar signs and thousands separators from Acquisition Value where required.
5. Check that Estimated Life uses the required four-digit format.
6. Save the file and close Excel.

For example, an Estimated Life value entered as 07/00 may be interpreted by Excel as a date. The expected four-digit representation is 0700 for 7 years and 0 months. Similarly, a depreciation method such as MF200 may need to be divided between two fields: MF for Depreciation Method and 200 for Declining Balance Percentage. Follow the format required by the applicable method and book.

Important: Do not apply these Depreciation formats blindly to every Sage Fixed Assets module. Planning and Tracking can have different import requirements.

Step 4: Choose the Correct Import Type

Sage Fixed Assets uses different import types for creating new assets and updating existing ones. Choosing the wrong type can make the import fail or leave the intended changes unapplied. To start the import:

1. Open Sage Fixed Assets—Depreciation.
2. Select File > Company Utilities > Custom Import.
3. Continue through the Welcome window.
4. In the Select File window, browse to the prepared spreadsheet.
5. Select the correct database and company.
6. At the Import Type window, choose the appropriate option.

Use New Asset when you want to create assets that do not already exist in the company. Use Update Asset when you want to change supported general information fields for existing assets.

For an update import, Sage requires the System Number to identify the existing asset. Asset ID is not the same as System Number. Also, an update import cannot be used to change Book Information or critical depreciation fields such as Property Type, Acquisition Value, Depreciation Method, and Estimated Life. These limitations are important when deciding whether a custom import is the right tool for the change. If you selected the wrong import type, return to the relevant step and choose the correct option before proceeding.

Step 5: Fix Sage Fixed Assets Custom Import Field Mapping

Field mapping tells Sage Fixed Assets which spreadsheet columns correspond to which application fields. If the mapping is incorrect, data may appear in the wrong fields or records may fail validation. Follow these steps:

1. In the Field Map window, select Create New Field Map if you need to build a new mapping.
2. Select Next.
3. In the Select Fields window, review the spreadsheet columns displayed by the helper.
4. Highlight the appropriate source column.
5. Select the matching Sage Fixed Assets field.
6. Use the mapping control to associate the source column with the destination field.
7. Repeat for every field you need to import.
8. Confirm the starting row for the asset data.
9. Save the map if you expect to reuse it and the data structure will remain consistent.

For example, if column A contains Asset ID and column B contains Acquisition Date, make sure each column is mapped to its matching field rather than simply mapping columns in their original order. The source-file column order does not have to match the order of fields in Sage Fixed Assets. What matters is that each column is mapped correctly.

If the import includes Tracking-specific fields, select Include Sage Fixed Assets—Tracking Fields only if you own and use the applicable Tracking module and need those fields in the import. If a previously saved map is no longer correct, edit or recreate it instead of assuming the old mapping still matches the current spreadsheet.

Step 6: Check Required Fields for New Asset Imports

If Sage Fixed Assets custom import fails to create new assets, review the fields required for the type of asset and book being imported. Sage’s documented Depreciation custom-import process identifies five critical fields for a new-asset import:

• Property Type
• Place in Service Date
• Acquisition Value
• Estimated Life
• Depreciation Method

The file must also include the relevant information required for the books being imported. To troubleshoot missing required information:

1. Open the spreadsheet.
2. Confirm that the required columns are present.
3. Check that each column contains a valid value for every asset.
4. Verify the mapping for each required field.
5. Check date, numeric, estimated-life, and depreciation-method formats.
6. Save the file and return to the import helper.

For a method that requires additional parameters, make sure those parameters are supplied and mapped correctly. For example, a declining-balance method may require a percentage in a separate field. If you are importing existing assets rather than creating new ones, use the Update Asset procedure and include the System Number. Do not try to correct an update import by adding fields that the update process does not support.

Step 7: Validate the File Before Importing

Validation is one of the most important steps because it helps identify invalid records before you commit the import. After completing the field mapping:

1. Continue to the Import Summary window.
2. Select Validate.
3. Wait for the validation process to finish.
4. If Sage reports invalid records, select View Report.
5. Review the errors and identify the affected records.
6. Correct the source data or field mapping.
7. Save the revised file.
8. Repeat validation until no invalid assets remain.
9. Select Import or Finish, depending on the version and workflow, to complete the import.

Do not ignore invalid records simply because most of the spreadsheet looks correct. A single field-format problem can affect individual assets even when the rest of the file is valid.

If validation reports that a date is invalid, correct the date format. If it reports an invalid depreciation method, check the method code and associated parameters. If the error relates to an identifier, confirm that the correct field is mapped and that the value exists where required. Use the validation report to determine the actual issue instead of changing several columns at once.

Step 8: Fix Excel or CSV Imports That Still Fail

If the file format and field mapping appear correct but Sage Fixed Assets still rejects the file, isolate the problem with a small test.

1. Create a copy of the import spreadsheet.
2. Keep the column headings and required fields.
3. Include only a few representative asset records.
4. Save the file as a supported .xlsx, .xls, or standard comma-delimited .csv file.
5. Close Excel.
6. Select the test file in the Custom Import Helper.
7. Map the fields and run validation.
8. Review the validation report.

If the smaller file succeeds, compare it with the original to find differences in data formats, blank values, formulas, special characters, or incorrectly mapped columns.

If the test file fails with the same error, verify the mapping and import type again. If the helper cannot recognize a properly saved file, follow Sage’s documented file-format troubleshooting procedure. Avoid deleting columns or records from the original file until you have identified which data is causing the failure.

Step 9: Troubleshoot Missing Asset Records After Import

If the import finishes but some assets are missing, first determine whether the records were rejected during validation or whether they were imported into a different company.

1. Review the validation report for invalid or skipped records.
2. Confirm that the intended database and company were selected.
3. Check the import type: New Asset creates assets, while Update Asset changes supported fields for existing assets.
4. Review the starting row setting to make sure the first asset record was not skipped.
5. Search the company using the appropriate asset identifier.
6. For update imports, confirm that the System Number in the source file matches the intended existing asset.

Do not assume that an Asset ID will identify an existing record for an update import. Sage’s update-import guidance specifically requires the System Number, which is different from Asset ID. If records were rejected, correct the invalid data and run the import again only for the records that still need processing. First check which records were successfully imported so you do not unintentionally create duplicates.

Step 10: Know When to Use Another Import Method

Custom Import is not suitable for every type of data change. In Sage Fixed Assets—Depreciation, the documented Update Asset import is intended for supported general information fields. It cannot be used to change Book Information or critical depreciation fields such as Property Type, Acquisition Value, Depreciation Method, and Estimated Life.

If you need to change these fields for existing assets, do not keep modifying the import mapping in an attempt to bypass the limitation. Instead:

1. Identify the exact fields you need to change.
2. Confirm whether the fields are General Information, Book Information, or critical depreciation fields.
3. Check the supported workflow for that type of change in your version.
4. If the required bulk change is not supported by Custom Import, contact Sage support or Sage Expert Services for the appropriate method.

Using the correct workflow avoids repeated validation errors and protects the existing asset records.

How to Prevent Sage Fixed Assets Custom Import Problems?

Follow these practices to reduce recurring import failures:

• Use the sample import file: Sage provides a sample import spreadsheet in the installed program’s User Files area. Use it to understand the expected data structure for your installation.
• Keep an untouched source copy: Preserve the original spreadsheet before making formatting or mapping changes.
• Use consistent field formats: Standardize dates, numbers, estimated life, and depreciation-method fields before importing.
• Save and close the file correctly: Use a supported format and close Excel before selecting the file.
• Maintain a correct field map: Recheck saved maps whenever the source spreadsheet structure changes.
• Validate before importing: Review the validation report and correct invalid records first.
• Check existing assets before creating new ones: This helps prevent duplicates.
• Use the appropriate import type: New Asset and Update Asset serve different purposes and have different limitations.

Conclusion

When Sage Fixed Assets custom import is not working, the cause is often an unsupported file format, incorrect field mapping, invalid data, missing required fields, or the wrong import type.

Start by saving a safe copy of the file and closing the company. Then confirm the file format, correct the field values, select the right import type, and verify the mapping. Use Validate and review the error report before importing. If assets are missing, check the selected company, starting row, validation results, and System Numbers for update imports.

Following this sequence helps you identify the problem without repeatedly importing the same data or making unnecessary changes to your Sage Fixed Assets installation.

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