Bulk upload assets

Bulk Upload Assets

Why this matters

Bulk uploading assets allows you to efficiently import multiple assets at once using CSV or Excel files. This is particularly useful when setting up a new portfolio, importing data from other systems, or adding a large number of assets without manual entry. The system can process hundreds of assets in minutes rather than hours.

Prerequisites

You must be logged in as an Owner or Administrator
Have an entity created in the system
Prepare your asset data in CSV or Excel format
Ensure your data includes required fields for each asset type

Steps

1. Navigate to Assets

Go to Assets → Select your entity → Look for bulk upload options

2. Prepare Your Asset Data

Organize your asset information in a spreadsheet with the following columns:

Required Fields (All Asset Types):

Asset Name - Full name of the asset
Asset Type - Listed Shares, Managed Fund, Property, etc.
Currency - AUD, USD, EUR, etc.
Entity Role - Owner or Issuer

For Listed Shares:

Exchange - ASX, NYSE, NASDAQ, etc.
Ticker - Trading symbol (e.g., CBA, AAPL)
Issuer Name - Company name

For Managed Funds:

APIR Code - 6-character fund identifier
ISIN Code - International identifier
Issuer Name - Fund manager name

For Property:

Property Address - Full property address
Property Type - Residential, Commercial, etc.
Purchase Price - Original purchase amount

For Loans:

Loan Type - Standard, Division 7A, etc.
Interest Rate - Annual interest rate
Loan Term - Duration in years

3. Access Bulk Upload

Find the bulk upload functionality:

Look for Bulk Upload or Import Assets button
May be in the Assets dashboard or a separate import section
Click to open the upload interface

4. Upload Your File

Use the file upload interface:

File Upload Methods:

Drag and Drop - Drag your file directly into the upload area
Browse Files - Click to open file explorer and select your file
Supported Formats - CSV, Excel (.xlsx, .xls)

File Requirements:

File size limit (typically 10MB or less)
First row should contain column headers
Data should be in the correct format for each field
Avoid special characters in asset names

5. Review File Analysis

After uploading, the system will analyze your file:

Analysis Results:

Total Assets Found - Number of assets detected
Column Mapping - How columns are mapped to fields
Validation Results - Any errors or warnings
Duplicate Detection - Assets that may already exist

Common Issues:

Missing Required Fields - Assets without essential information
Invalid Asset Types - Unrecognized asset type values
Format Errors - Incorrect data formats (e.g., text in number fields)
Duplicate Assets - Assets that may already exist in the system

6. Preview Asset Data

Review the assets that will be imported:

Preview Table Shows:

Asset Name - Name that will be used
Asset Type - Type classification
Identifiers - Ticker, APIR, etc.
Status - New, Duplicate, or Error
Validation - Any issues with the data

Selection Options:

Select All - Import all valid assets
Select None - Clear all selections
Select Non-Duplicates - Only import new assets
Individual Selection - Choose specific assets to import

7. Handle Duplicates

Manage assets that may already exist:

Duplicate Options:

Skip Duplicates - Don't import existing assets
Update Existing - Update existing assets with new data
Create New - Create new assets even if similar ones exist

Duplicate Detection Criteria:

Same asset name and type
Same ticker symbol and exchange
Same APIR or ISIN code
Same property address

8. Configure Import Settings

Set up how the import should be processed:

Import Options:

Auto-Sync with Admin Assets - Automatically link to market data
Create Initial Transactions - Add opening balance transactions
Set Default Terms - Apply standard terms to imported assets
Validate All Data - Perform comprehensive validation

Error Handling:

Stop on First Error - Halt import if any asset fails
Continue with Errors - Import valid assets, skip invalid ones
Create Error Report - Generate report of failed imports

9. Confirm and Import

Finalize the bulk import process:

Final Review:

Check the number of assets to be imported
Verify that all required fields are present
Confirm duplicate handling strategy
Review any warnings or errors

Start Import:

Click Import Selected Assets
Monitor progress through the import process
Wait for completion confirmation
Review the import summary report

10. Review Import Results

After import completion, review the results:

Import Summary:

Total Processed - Number of assets processed
Successfully Imported - Assets that were created
Skipped - Assets that were not imported
Errors - Assets that failed to import

Next Steps:

Review imported assets in the Assets dashboard
Configure additional details for imported assets
Set up terms and properties as needed
Add initial transactions if required

Expected Results

Multiple assets are created in your portfolio
Assets are properly categorized by type
Identifiers are correctly mapped and validated
Duplicate assets are handled according to your preferences
Import summary report shows detailed results

Example

Bulk Uploading ASX Shares:

File: asx_shares.csv
Assets Found: 25
Valid Assets: 23
Duplicates: 2
Errors: 0
Action: Import 23 new assets, skip 2 duplicates
Result: 23 assets successfully imported

Troubleshooting

File not uploading → Check file format (CSV/Excel) and size limits. Ensure file is not corrupted.
Column mapping errors → Verify column headers match expected field names. Check for typos in headers.
Validation failures → Review data formats. Ensure required fields are populated and in correct format.
Import partially failed → Check error report for specific issues. Fix data and re-import failed assets.
Assets not appearing → Verify import completed successfully. Check correct entity is selected.

What Can Go Wrong

Incorrect data formats → May cause import failures or incorrect asset setup
Missing required fields → Assets may not import or may be incomplete
Duplicate asset creation → May create multiple versions of the same asset
Wrong entity selection → Assets may be imported to the wrong entity
Incomplete import process → Some assets may be missing or incorrectly configured

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