Imports - Sold Asset Details
The Sold Asset Import allows Fleet360 administrators to bulk-update existing asset records with sold and disposal-related information. Rather than entering sold data manually on each individual asset, this import streamlines the process for large asset disposals, auction events, or historical data migrations.
Important: This import updates existing assets only. It does not create new asset records. Every row in the import file must reference an asset that already exists in the system.
Accessing the Import
Navigate to Admin in the main menu.
Select Imports/Exports.
Choose Sold Asset Details from the list of available import types.
What This Import Updates
When processed, the import populates or updates the Sold Information and Buyer Information sections found on the Asset record under the Sold Information tab .
Preparing the Import File
Download the Sold Asset Import Template from the Import screen. The template is a CSV file. Column headers must appear in the following order:
Facility, Asset Number, Out of Service Date, Sale Date, Sale Price, Sale Comment, Odometer, Disposal Method, Condition, Funds Date, Seller, Seller Fee, Buyer Name, Company, Address 1, Address 2, City, State, Zip Code, Phone 1, Phone 2, Email, Transaction Number, Payment Date
Field Reference
Only Facility and Asset Number are required for each row. All other fields are optional and may be left blank.
Field | Value Verification | Format / Size | Required for Update (Field is needed to identify the asset exists) | Update Allowed (Field is eligible to be updated after it exists in the software) |
Facility | Must match an existing Facility within your RTA Software (Facilities must exist first) | Numeric / 5 character limit | • | • |
Asset Number | Must match an existing asset (Vehicle Link Number) in the selected facility | Alpha-Numeric / 8 character limit | • |
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Out of Service Date | Must be a valid date | Date: M-D-YYYY or MM-DD-YYYY |
| • |
Sale Date | Must be a valid date | Date: M-D-YYYY or MM-DD-YYYY |
| • |
Sale Price | Must be numeric | Decimal (e.g. 2500 or 2500.00) |
| • |
Sale Comment | Free text | Text / 255 character limit |
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Odometer | Must be a whole number | Numeric / whole number |
| • |
Disposal Method | Must match a valid disposal method value in the system | Alpha-Numeric / 36 character limit |
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Condition | Must be Drivable or Towed | Alpha-Numeric / 36 character limit |
| • |
Funds Date | Must be a valid date | Date: M-D-YYYY or MM-DD-YYYY |
| • |
Seller | Free text | Alpha-Numeric / 36 character limit |
| • |
Seller Fee | Must be numeric | Decimal (e.g. 250 or 250.00) |
| • |
Buyer Name | Free text | Alpha-Numeric / 50 character limit |
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Company | Free text | Alpha-Numeric / 255 character limit |
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Address 1 | Free text | Alpha-Numeric / 36 character limit |
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Address 2 | Free text | Alpha-Numeric / 36 character limit |
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City | Free text | Alpha-Numeric / 36 character limit |
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State | Free text | Alpha-Numeric / 36 character limit |
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Zip Code | Free text | Alpha-Numeric / 15 character limit |
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Phone 1 | Free text | Alpha-Numeric / 15 character limit |
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Phone 2 | Free text | Alpha-Numeric / 15 character limit |
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Free text | Alpha-Numeric / 255 character limit |
| • | |
Transaction Number | Free text | Alpha-Numeric / 128 character limit |
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Payment Date | Must be a valid date | Date: M-D-YYYY or MM-DD-YYYY |
| • |
Condition field note: The Condition At Sale field only accepts Drivable or Towed. Any other value will cause that row to fail validation.
Running the Import
From the Sold Asset Import screen, click Choose File (or Browse) and select your completed CSV file.
Click Import to begin processing.
Fleet360 will validate each row before applying updates.
Once processing is complete, a results summary will display: Successful rows (assets updated) and Failed rows (rows that did not pass validation, listed with error details).
Validation Rules
Fleet360 validates every row before updating any asset. Rows that fail validation are skipped; valid rows are still processed (partial success is supported).
Rule | What Happens on Failure |
Facility and Asset Number must be present | Row fails — required fields missing |
Asset must already exist in the system | Row fails — no matching asset found |
Dates must be valid (M-D-YYYY or MM-DD-YYYY) | Row fails — invalid date format |
Sale Price and Seller Fee must be numeric | Row fails — invalid number format |
Condition must be Drivable or Towed | Row fails — invalid condition value |
Rows that fail will appear in the error report with a description of why they were rejected. No new assets are ever created by this import.
Sold Information Tab on the Asset Record
After a successful import, the updated data is visible on the individual Asset record under the Sold Information tab in the left navigation panel.
The Sold Information tab contains two sections:
Sold Information — captures the financial and logistical details of the disposal, including out-of-service date, sale date, price, method of disposal, condition at sale, and transaction details.
Buyer Information — captures the contact details of the purchasing party, including name, company, address, phone, email, and payment date.
Both sections can also be edited manually from the asset record at any time.
Tips & Best Practices
Use the provided template. Column order and header names must match exactly for the import to process correctly.
Validate Condition values before importing. Only Drivable and Towed are accepted. Clean up any variations (e.g. Very Used, Good) in your file before importing.
Leave optional columns blank rather than deleting them. The import expects all columns to be present in the file, even if empty.
Run a small test batch first. Import a few rows to confirm your file structure and values are correct before processing a large file.
Save as CSV, not XLSX. The import expects a .csv file. If editing the template in Excel, save as CSV (Comma delimited) before uploading.