Register an asset

Each asset gets a tag number such as FA-000123, a category, a place and its cost. How you register it depends on where its cost already is.

Before you start

• You need the right Manage fixed assets and run depreciation.
• For an asset bought with VAT, record the purchase as a bill in Books first, with the line on a fixed-asset account (Equipment, Furniture or Vehicles).

Steps

1. Open Fixed assets and go to New asset.
2. Choose where its cost is:
   • From a Books bill: pick the Bill line. The cost without VAT, the supplier and the date come from the bill.
   • Paid now: choose what it was Paid from (cash or bank). The purchase is posted to Books.
   • Already in the books: the cost is already in your opening balances or an earlier journal. Nothing is posted.
3. Type the Name and choose the Category and branch.
4. Fill in the Place (for example "Back office"), the Serial number and Warranty until.
5. Check Bought on, In use from, the Cost and the Value left at the end.
6. Leave the life and Method as As its category, or change them.
7. For an asset you bought before using Kluvan, open Bought before: depreciation already booked and type the Depreciation booked and the month it is Booked through (month).
8. Select Register the asset.

To print labels, tick the assets in the register, choose the label Size and select Print the ticked labels. On an asset's own page, select Print the tag label.

Good to know

• Each Books bill line becomes one asset only. If no line is waiting, the form says so: record the bill in Books with the line on a fixed-asset account.
• Paid now has no VAT. If the purchase carried VAT, use a Books bill instead.
• The asset page shows Depreciation month by month: booked months are marked, the rest are planned and posted by the month's run.
• You can always change the name, place, serial number, warranty, notes and state (in use, in store, under repair). The category and money fields can be changed only until depreciation has been booked, and never the cost of a bill or a paid-now asset.
• Add a Photo of the asset on its page.
• An asset that depreciates from the middle of a month counts the days in use in its first month.
• Next: run monthly depreciation.