Manually Entering Fixed Assets

PANTHEON

A fixed asset (FA) (such as office equipment, machinery, or small tools) can be manually entered directly into the Fixed Assets, Small Tools or Register - Fixed Assets in Acquisition registers. This method is useful when asset details are known in advance and the invoice has not yet been received, when assets are being recorded prior to official acquisition, or when the invoice has already been entered into the system and it is more convenient to link the FA record to it. Once the asset is recorded it can either be connected to an existing invoice or used to generate a new invoice based on the data entered in the register.

Case summary The person responsible receives an invoice for a new FA, a printer for office use. Since the invoice has already been entered in PANTHEON, the remaining task is to enter the FA into the register and link it to the existing invoice. This is done as follows: Accessing the Fixed Asset Register Inserting a New Record Entering the Fixed Asset Information

1. Accessing the Fixed Asset Register

Person responsible opens the Fixed Assets register, where a new FA record can be created, by navigating to Financials | Fixed Assets | Fixed Assets.

The Fixed Assets register opens.

In the next step, person responsible inserts a new record.

2. Inserting a New Record

Person responsible creates a new record by clicking the (Insert Record button) in the Toolbar.

A new, blank record opens, with a newly created Inventory Number.

In the next step, person responsible enters all necessary FA information in the register.

3. Entering the Fixed Asset Information 

Person responsible first enters the basic FA details in the Header, for example:

• Name: Printer HP Officejet 5255
• Quantity: 1
• Group: Equipment
• Dept. (Department): Finance and Accounting
• Status: Active
• Caretaker: Ashley Accountant
• Posting method: 3
• Subtype: Tool

In the Accounting tab, person responsible proceeds to enter the financial data, for example:

• Purchase date: 25.7.2025
• Activation date: 1.8.2025
• Depreciation Category: COMPHAR
• Supplier: HW and SW SLO supply Ltd.
• Supplier's Invoice: 25-07-00555
• Cost: 400
• Year of Manufacture: 2025

Since the invoice has already been entered in PANTHEON, the person responsible links the FA record to the invoice by clicking the arrow in the Internal Document field and selecting the appropriate invoice from the drop-down menu.

Person responsible entered all relevant information about the FA and connected the register entry with the relevant invoice.