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Invent. No.
(Inventory Number) |
A serial number assigned to each asset for tracking and record-keeping purposes, limited to 16 characters. It is typically printed on a label affixed to the asset. Once a number is entered in the register, new entries will have their Inventory No. automatically assigned, following the pattern of the previous Inventory No.
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Warning
The Inventory No. field cannot be left empty! Attempting to save a record without entering the Inventory No. will return an error: Field (XXX) must be specified!
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An already existing Inventory No. cannot be duplicated within the same register, but because Fixed Assets, Small Tools and Fixed Assets in Acquisition use separate registers, the Inventory Numbers between all three registers may seem identical.
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Hint
Inventory No. settings can be configured under Fixed Assets.
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| Name |
The primary Name of the asset, such as Fence, Building or Computer. |
| Name 2 |
An optional secondary name for further identification of the asset. This complements the main Name field and helps distinguish between similar assets. For example, Lenovo ThinkPad T16, when the main Name is simply Computer. |
| Component of |
Select the parent asset from the drop-down menu, which lists all assets within the same register. This defines the asset as a Component of the selected parent. For example, windows can be marked as a Component of a building.
Once selected, this relationship between assets can be seen in the Structure Tab. |
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Dept.
(Department) |
Select the Department from the drop-down menu, which displays all available Subjects classified as Departments in the Subjects register. This register can be accessed directly by double-clicking the field.
A Department represents an organizational unit or business function within the company (e.g., Administration, Finance, Personnel) and indicates the part of the organization to which the asset is operationally assigned. This information is important, as the data entered in the Department field is used in the Automatic Posting of depreciation and revaluation.
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Cost Ctr.
(Cost Center) |
Select the Cost Center from the drop-down menu. The available options are based on entries from the Cost Centers register, which can be accessed by double-clicking the field.
A Cost Center is a financial unit used to track where costs are incurred, such as specific projects or activity. It is used to monitor and manage financial performance.
Data entered in the Cost Ctr. field is used in the Automatic Posting process of assets. |
| Group |
Assign a predefined Group to the asset from the drop-down menu. The available Groups are sourced from the Fixed Assets Groups register, which can be accessed by double-clicking the field.
The Group field is used to categorize assets based on their type of function, such as Building, Equipment, Vehicle, or other relevant classification. This grouping supports consistent Depreciation Calculations, Reporting, and financial analysis.
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Hint
Right-clicking on the Group field gives a new option Move Group, which allows the group to be changed for one or multiple assets simultaneously.
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| Status |
Select the Status from the drop-down menu to define the current state of the asset, such as Active, Inactive, Damaged, or other. This status is informational only and does not affect accounting processes, but it can be used to filter assets in Reports. Double-clicking the field opens the Functional State of Fixed Assets register, from which the status options are sourced. |
| Assigned To |
The Assigned to field refers to the person responsible for asset’s financial management.
- The person responsible for a specific asset can be assigned or updated in the Employee Files under the Utilization panel. Once assigned, the name will automatically appear in the Assigned To field in the asset’s Header.
- If a person has been entered in the Assigned To field in the Utilization tab, their name will automatically appear in the Assigned To field in the Header.
- This field can list multiple employees who the assets haven been assigned to.
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| Caretaker |
The Caretaker field identifies the person responsible for asset’s condition, maintenance schedule, overall care and usage, and can be selected from the drop-down menu. The available selection is sourced from the Subjects register, which can be accessed by double-clicking the field. |
| Quantity |
This field displays the Quantity of Fixed Assets, Small Tools or Fixed Assets in Acquisition associated with a single Inventory No. Typically, each Fixed Asset is assigned its own Inventory No. so the Quantity is usually 1. However, Small Tools may have Quantity greater than 1 to allow for bulk entry of larger numbers of low-value items. |
| Posting Method |
Posting Method can be manually selected from the drop-down menu or filled in automatically when a Depreciation Category in the Accounting tab is selected. It defines how the asset’s depreciation and related postings are calculated. Its settings are defined in the Depreciation Categories register.
The description of the Posting Method explains which information from which sections of the register will be used when posting Fixed Assets, Small Tolls or Fixed Asset in Acquisition:
0 - Posting with no department and cost center specified;
1 - Department and cost center from fixed asset header;
2 - Department and cost center from FA Location panel;
3 - Department from fixed asset header;
4 - Department from Location tab;
5 - Cost center from fixed asset header;
6 - Cost center from Location tab;
7 - Department and cost center from FA Location panel according to individual locations;
8 - Department from FA Location panel according to individual locations;
9 - Cost center from FA Location panel according to individual locations.
Additional Posting Methods only found in Small Tolls register are:
10 - Departments and cost center from utilization according to debtor;
11 - Department from utilization according to debtor;
12 - Cost center from utilization according to debtor.
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Warning
- When the posting methods 6–9 are selected, the data used for Depreciation Calculation is retrieved from the Movement tab. The dates and quantities entered in this tab serve as the basis for Depreciation Calculation. For more information, refer to the Movement guide.
- Posting methods 10–12 are only available in the Small Tolls register. Information about Departments and Cost Centers is retrieved from the Utilization tab. If debtors with different departments or cost centers are defined, posting can be carried out according to that criteria.
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Hint
If the following messages or errors are received, please see the related chapters:
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| Picture Field |
This field allows an image to be attached, providing a visual reference for easier identification of the asset. A picture of the asset can be uploaded by double-clicking the field, which opens a new window for Inserting the photo. |
| Subtype |
Subtypes can be selected from the drop-down menu. Last entry in the list is blank and may be used when other options are not viable. the Subtype field serves as a secondary classification layer beneath the primary asset Group, providing a more detailed breakdown within each category. For example, within the Vehicle Group, subtypes might include Company Vehicle, Trailer, and others.
An additional Subtype, only available in the Small Tolls, register is Protective Equipment. |
| Scheduling |
This field is displayed only when Equipment is selected in the Subtype field. Check the Scheduling checkbox if the asset will be used in Manufacturing Scheduling.
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| License Plate |
This field is displayed only when Company Vehicle or Trailer is selected in the Subtype field. Use it to enter the License Plate number of the Company Vehicle.
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| VIN |
This field is displayed only when Company Vehicle or Trailer is selected in the Subtype field. Use it to enter the VIN number of the Company Vehicle.
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| Engine Type |
This field is displayed only when Company Vehicle or Trailer is selected in the Subtype field. Use it to select the Company Vehicle’s Engine Type from the drop-down menu. Available options include Gasoline, Diesel, Electric and Hybrid.
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