Asset Data Import from Excel
Capex Strategy supports importing asset data from Excel files into the Base Alternative. This allows users to create new assets and update existing ones in bulk, without needing to manually enter data or delete and rebuild asset structures when values change.
The import is scoped to a single Division at a time and operates on the Base Alternative only.
Preparing the Import File
The system provides an export function that generates an Excel file formatted and ready for re-import. The exported file includes all assets of selected level in tree with the following structure:
Asset properties as columns (Name, Amount, Distribution, In use year, Replacement year, etc.)
One column per year where outlay data exists, covering both historical and future periods
The Amount column is automatically calculated as a SUM of the yearly outlay values
This export can be used as a starting template for creating new assets or editing existing ones before re-importing.
Uploading and Mapping
To start an import:
Navigate to Capex Strategy and select the Import function in side menu.
Upload an Excel file. If the file contains multiple sheets, select the relevant one.
The system presents required and optional columns for mapping.
Where possible, Excel columns and values are automatically mapped to asset properties, the asset tree path, and yearly outlays. Visual indicators highlight which mappings are complete and which need attention.
Column Reference
Column | Required | Values |
|---|---|---|
External ID | Optional | Unique string within the project scope. Used to identify assets for update operations |
Site (Mill) | Required | Path part. Must exist under the Division where the import is created |
Subindustry | Required | Path part. Must exist under the mapped Site |
Category | Required | Path part. Must exist under the mapped Subindustry, or can be created during import |
Subcategory1 | Optional | Path part. Must exist under the mapped Category, or can be created during import |
Subcategory2 | Optional | Path part Must exist under the mapped Subcategory1, or can be created during import |
Name | Required | Must be unique under the same parent node |
Amount | Required | Decimal value. Saved as 0 if empty (except for Manual distribution). Accepts currency formatting |
Distribution | Required | Must match one of the distribution definitions available in the project |
In use year | Required | Must be a valid year within the system-defined range. Must be earlier than Replacement year |
Replacement year | Required | Must be a valid year within the system-defined range. Must be later than In use year |
Standard life | Optional | Integer |
Tax depreciation | Optional | Integer. If absent, populated automatically from the Site (Mill) default value |
Retired year | Optional | Must be a valid year. Must be later than In use year |
Description | Optional | Free-text, multiline |
Import Strategies
The import supports three strategies, determined by the presence of an External ID:
Create only: When External ID is empty or column not present, the row is treated as a new asset. A new asset is created under the mapped path in the asset tree.
Update only: When External ID is present and matches an existing asset in the project, the row updates that asset's data.
Note: The asset can also be moved to a different location in the tree if the path columns have changed during mapping.
Create and Update: Both operations apply in a single import. Rows with a matching External ID are updated; rows without one are created.
Each row is validated independently. Rows that do not meet the validation criteria are skipped without stopping the overall import.
Automatic Category Creation
If the uploaded file contains Category, Subcategory1 or Subcategory2 values that do not yet exist in the asset tree, the system detects the gaps and allows the user to create the missing nodes as part of the import process. This avoids having to manually set up this part of the tree structure beforehand.
Missing categories are created under the correct parent in the hierarchy:
Site → Subindustry → Category → Subcategory1 → Subcategory2
Error Handling and Import Logs
During import, rows that cannot be processed due to validation, structural or permission issues are classified and recorded as skipped or errored. The import continues processing remaining rows.
After the import completes, users can access a dedicated import log that includes:
Reference to the uploaded file
A categorized summary of results (created, updated, skipped, errored)
Specific error messages per row, indicating the column and reason for failure
Common error types include duplicate External IDs, missing or invalid path nodes, non-numeric Amount values, years outside the allowed range, non-unique asset names, permission restrictions on specific Sites.
Permissions
The import respects existing user permissions. Assets can only be created or updated under Sites where the user has the required access. If the user does not have permission for a particular Site referenced in the file, those rows are skipped and logged.