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Asset Register

Fixed Asset Management Guide
Section 2 – Menus

Asset Register

The Asset Register is the primary way to browse, search, and report on your fixed asset inventory. Use it to find assets, review their financial status, and produce printable register reports for audits and management review.

Prerequisites

Opening the Asset Register

Click Assets in the left-hand navigation, then choose Asset Register. This opens the Capital Asset Register screen - a query that lists capital assets (by default, assets valued over 1,000) with a Category tree on the left for filtering:

Asset Register menu showing the Capital Asset Register screen with a Category tree on the left

If no assets meet the value threshold in your data, the grid shows "This query or the current selection returned no data" - this is expected on a system with only low-value or non-capitalized assets loaded.

Browsing Assets by Category

The Category tree on the left groups assets by asset type (e.g. Servers, PCs, Software License Asset). Click All Items in Query to see everything the query returns, or drill into a branch to narrow the list to one category or category group.

The same tree-based browsing is also available, unfiltered, from the Asset List button in the top toolbar - this opens All Assets, grouped by Category Group > Category, without the capital-value filter:

Asset List screen showing assets grouped by Category Group and Category in a tree on the left

Tip: Use the search bar above the results to filter further within the selected tree node, and click column headers to sort.

Under the Assets menu you will also find:

  • Assets Due for Disposal - Assets flagged for disposal but not yet processed. Reviewing this list regularly helps you identify upcoming replacement needs and plan capital expenditure.
  • Disposed Assets - Assets already disposed of. These records are retained for audit trail purposes and can be used to review disposal history, including sale proceeds and gain/loss on disposal.

Printable Register Reports

The Asset Register also provides printable, PDF-format reports that reproduce the register grouped a specific way:

  • Asset Register By Category
  • Asset Register By Location
  • Asset Register By Cost Centre
  • Asset Register By Custodian
  • Asset Register By Importance
  • Asset Register by Department

These are suitable for:

  • Audit support - Providing external auditors with a complete asset register at a point in time
  • Management review - Distributing PDF reports to managers who do not have system access
  • Baseline records - Producing a snapshot of the register at period-end before and after depreciation

Related Depreciation Summary reports (by Category and by Location) are also available alongside these.

Working with Assets

From any asset list view, you can:

  1. Open an asset - Click the blue link on the asset description to open the asset editing screen. From there, navigate to financial data, depreciation setup, and transactions.
  2. Select multiple assets - Use Shift+Click or Ctrl+Click to select multiple rows, then use the Actions menu for bulk operations.
  3. Sort and filter - Click column headers to sort, or use the search bar to filter by keyword. The Format button controls which columns are shown and lets you export the grid.

Tip: If you cannot find an asset, check whether it has been disposed - disposed assets are excluded from the standard asset register views but appear in the Disposed Assets list.