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User manual

Fixed Asset Management

Every device, vehicle and piece of furniture has a number, a label, a place, an owner and a current book value, so the yearly count doesn't take two weeks and nothing goes missing unnoticed.

An asset register with QR labels, phone-based stocktaking and automatic monthly depreciation.

19 tasks

What the system does

  • Assets
  • QR labels
  • Custody
  • Monthly depreciation
  • Revaluation, impairment and disposal
  • Maintenance
  • Physical count
  • Reports

Tasks

How do I register a new fixed asset in the asset register?

  1. Navigate to the Fixed assets register menu.
  2. Click the Add new asset button.
  3. Enter the asset name, category, serial number, purchase date, initial acquisition cost, location, and the employee in custody.
  4. Specify the estimated useful life, salvage/residual value, and depreciation method, then click Save asset.
Screen
Fixed Assets › Asset Register · Create
Permission needed
Assets — Asset Register / Add

How do I view an asset card and its complete history?

  1. In the Fixed assets register list, locate the asset and click the Show button.
  2. The comprehensive asset card opens displaying: current book value, accumulated depreciation, current location, custody handover log, and maintenance history.
Screen
Fixed Assets › Asset Register · View
Permission needed
Assets — Asset Register / View

How do I edit details of a registered fixed asset?

  1. In the Fixed assets register table, select the asset.
  2. Click the Edit button to open the asset edit page.
  3. Update specifications, serial number, or cost center, then click Save changes.
Screen
Fixed Assets › Asset Register · Edit
Permission needed
Assets — Asset Register / Edit

How do I define a new asset category and its depreciation method?

  1. Go to the Asset categories menu.
  2. Click the Add asset category button to open the registration modal.
  3. Enter the category name (e.g., Computers, Buildings, Machinery & Equipment, Vehicles), annual depreciation rate or years, and linked general ledger accounts (asset account, accumulated depreciation, and depreciation expense).
  4. Click Save.
Screen
Fixed Assets › Asset Categories
Permission needed
Assets — Categories / Add

How do I add a geographical location or building for asset distribution?

  1. Navigate to the Asset locations & facilities menu.
  2. Click the Add new location button to open the location modal.
  3. Specify branch or building name, floor number, and room or office name to create a precise location hierarchy for custody allocation.
  4. Click Save.
Screen
Fixed Assets › Locations
Permission needed
Assets — Locations / Add

How do I assign an asset as custody to an employee and print a handover form?

  1. On the asset view page in the Fixed assets register.
  2. Click the actions button and select Hand over custody.
  3. Select the receiving employee, employee ID, handover date, and notes on asset condition.
  4. Click Confirm delivery then print the custody handover receipt for signature.
Screen
Fixed Assets › Asset Register · View
Permission needed
Assets — Custody and Transfers / Hand over custody

How do I transfer asset custody from one employee to another?

  1. On the asset page in the Fixed assets register.
  2. Click the Transfer custody action.
  3. Choose the new employee and new location, entering the reason for transfer and effective date.
  4. Click Confirm transfer to update the record automatically.
Screen
Fixed Assets › Asset Register · View
Permission needed
Assets — Custody and Transfers / Transfer between locations

How do I return an asset from employee custody upon clearance?

  1. On the asset page in the Fixed assets register.
  2. Click the Return custody action.
  3. Select the custody warehouse or destination location, record the technical inspection status of the asset, then click Confirm return.
Screen
Fixed Assets › Asset Register · View
Permission needed
Assets — Custody and Transfers / Receive custody

How do I quickly verify asset data by scanning a barcode or QR code?

  1. Open the Scan asset code page.
  2. Point the phone camera or barcode scanner at the asset tag.
  3. The asset card, location, custodian, and operating status appear immediately.
Screen
Fixed Assets › Scan Asset
Permission needed
Assets — Asset Register / View

How do I run periodic automated asset depreciation entries?

  1. Navigate to the Asset depreciation & calculation menu.
  2. Click the Run monthly/annual depreciation button to open the processing modal.
  3. Select the financial period to depreciate (month, quarter, year), allowing the system to calculate straight-line or declining balance depreciation for each active asset.
  4. Click Post depreciation to generate journal entries and update accumulated depreciation.
Screen
Fixed Assets › Monthly Depreciation
Permission needed
Assets — Depreciation and Revaluation / Run depreciation

How do I adjust or recalculate depreciation for a specific asset?

  1. In the Asset depreciation & calculation list, select the asset depreciation record.
  2. Click the actions button and choose Adjust depreciation.
  3. Enter the accounting adjustment value and justification (e.g., useful life extension or added asset enhancements), then click Save.
Screen
Fixed Assets › Monthly Depreciation
Permission needed
Assets — Depreciation and Revaluation / Revaluation or impairment

How do I record a maintenance order or technical inspection for an asset?

  1. Go to the Asset maintenance & repair menu.
  2. Click the Add maintenance order button to open the registration modal.
  3. Select the asset, maintenance type (preventive scheduled or emergency repair), workshop or technician, cost, and spare parts details.
  4. Click Save.
Screen
Fixed Assets › Maintenance
Permission needed
Assets — Maintenance / Add

How do I create a physical asset count campaign?

  1. Go to the Fixed assets inventory count menu.
  2. Click the Create new count campaign button to open the campaign modal.
  3. Specify the campaign name (e.g., Annual Asset Count 2026), target branches or locations, start date, and audit team.
  4. Click Start count.
Screen
Fixed Assets › Physical Counts
Permission needed
Assets — Physical Counts / Add

How does the inventory team scan assets on-site for matching?

  1. Open the Field inventory scanning page.
  2. Team members scan the barcode of each asset at its physical location.
  3. The system flags each asset as "Found & Matched", "Found in Wrong Location", or "Damaged", highlighting any missing assets.
Screen
Fixed Assets › Count Scan
Permission needed
Assets — Physical Counts / Scan labels in count

How do I review the results and reconciliation of a physical count campaign?

  1. In the Fixed assets inventory count table, select the completed campaign and click the Show button.
  2. Review the variance report highlighting: missing assets, surplus unrecorded assets, and unauthorized asset transfers.
Screen
Fixed Assets › Physical Counts · View
Permission needed
Assets — Physical Counts / View

How do I approve count results and close the annual asset audit?

  1. On the count campaign details page in Fixed assets inventory count.
  2. After reviewing justifications, click the Apply count results button to update asset locations and statuses.
  3. Click the Close count button to conclude the campaign permanently and lock further edits.
Screen
Fixed Assets › Physical Counts · View
Permission needed
Assets — Physical Counts / Close count

How do I record the disposal, sale, or scrapping of a fixed asset?

  1. On the asset view page in the Fixed assets register.
  2. Click the Asset disposal/scrapping action.
  3. Specify the disposal type (sale, scrapping, donation, total loss), disposal date, and collected sale proceeds if any.
  4. The system posts capital gain/loss entries and removes the asset from the active register.
Screen
Fixed Assets › Asset Register · View
Permission needed
Assets — Asset Disposal / Dispose of asset

How do I view asset reports and comprehensive depreciation schedules?

  1. Open the Fixed asset reports page.
  2. Select the required report (Asset register & book value report, annual depreciation schedule report, custody by employee report).
  3. Click View report or Export to Excel/PDF.
Screen
Fixed Assets › Asset Reports
Permission needed
Assets — Reports / View

How do I configure asset settings and default barcode encoding?

  1. Navigate to the Asset Settings page.
  2. Configure automatic barcode prefixes and minimum capitalization threshold for assets.
  3. Click Save settings.
Screen
Fixed Assets › Asset Settings
Permission needed
Assets — Settings / Edit

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