Initial Data Upload of Depreciated Assets

This topic contains advice on the initial data upload of assets that are already partially depreciated. This would normally be a one-off process to transfer legacy data to MYOB EXO Business. Loaded data should be sufficiently tested to ensure you get the correct results.

Note: The topic Adding an Asset contains field information on non-financial data (e.g. Name, Description, Asset Group).

If you are unsure how to populate this data, you should add an asset manually, and then look at the field values in the database. In this way you can find out how the data is held on the database. Data can then be loaded using a similar format.

The key fields for loading a depreciated asset are detailed in the table below. The right-hand column gives an example of an asset purchased on 1/1/2008 for $1000. It has been depreciated to 30/09/2009 at 20% straight-line. The company has a 30 June year-end.

ASSET_REG Field	Comment	Example
START_DATE	Date asset was acquired – does not affect depreciation calculation	01/01/2008
COM_DATE	Date that you started to depreciate the asset. Normally this would be the acquisition date.	01/01/2008
START_VALUE	Acquisition cost.	1000
DEPRATEACC	The book/accounting depreciation rate (20 represents 20%)	20
DEPTYPE	Type of depreciation (0 = Straight Line, 1 = Diminishing Value).	0
YR1_BOOKVAL	Null, if asset was purchased in the current financial year. Otherwise, it should hold the Net Book Value as at the end of the last financial year.	700.82
CURRENT_YR_DEP_START_BOOK	The COM_DATE if the asset was purchased in the current financial year. Otherwise it should hold the date of the last financial year-end.	30/06/2009
DEPVALUE	The current Net Book Value for book/accounting purposes.	650.41
DEP_DATE	The date of the current book/accounting Net Book Value, i.e. The date the asset has been depreciated to.	30/09/2009
TAXDEPTYPE	Type of depreciation (0 = Straight Line, 1 = Diminishing Value) to be used for tax.	0
YR1_TAXVAL	Null, if asset was purchased in the current financial year. Otherwise, it should hold the NBV as at the end of the last financial year.
CURRENT_YR_DEP_START_TAX	The COM_DATE if the asset was purchased in the current financial year. Otherwise it should hold the date of the last financial year-end.
DEPTAXVALUE	The current NBV for book/accounting purposes.

Note: Net Book Value (NBV) = Cost less Accumulated Depreciation. On the first depreciation run after the assets have been loaded, EXO Business will recalculate the current NBV (DEPVALUE). If the loaded NBV does not make sense in terms of the all the other field values that are used in the depreciation calculation, then the results could be unexpected. For instance, if the loaded NBV (DEPVALUE) is understated, EXO Business will generate a negative depreciation value in order to correct the current NBV (DEPVALUE).