Financial Asset Information
This page explains how to view and manage financial information on individual assets. Every asset in the register has financial data including purchase cost, depreciation charges, net book value, and transaction history. Understanding how to access and interpret this data is essential for financial controllers managing the asset register.
Prerequisites
- You must be in the Fixed Asset Management profile (see Fixed Asset Management Profile).
- Assets must already exist in the register (see Receive or Procure).
Accessing Assets
Click Asset List in the header menu bar, or use any asset search, to display the asset list:
The asset list shows summary information for each asset. To view the full financial details, click the blue link on the asset's description to open the asset editing screen.
Navigating Financial Data
Within the asset editing screen, the left-hand navigation panel provides access to financial sections. Expand the Financials section to see the available links:
Both the navigation links and the screens they display are form-driven and can be customised by an administrator.
Purchasing Information
The Purchasing branch under Asset Data shows the core acquisition details:
Key fields include:
| Field | Description |
|---|---|
| Quantity | The number of items this asset record represents. A single record can represent multiple identical items. |
| Amount | The total purchase price for all items in this record. |
| Purchase Date | The date the asset was acquired. This is financially significant — it determines when depreciation begins. |
| Supplier | The vendor who supplied the asset. |
| PO Reference | The purchase order number, if the asset was received through the procurement workflow. |
Tip: If a single asset record represents multiple items (Quantity > 1), the purchase amount is the total for all items. Depreciation is calculated on the total amount. If you need to depreciate items individually (for example, because they may be disposed of at different times), create separate asset records for each item.
Valuations
The Valuations screen provides a read-only summary of financial values for the selected asset:
Key valuation fields:
| Field | Description |
|---|---|
| Original Value | The acquisition cost of the asset |
| Accumulated Depreciation | Total depreciation charged to date across all periods |
| Net Book Value (NBV) | Original value minus accumulated depreciation — the asset's current book value |
| Depreciation This Period | The depreciation charge for the current accounting period |
| Depreciation This Year | Year-to-date depreciation |
These values are updated each time period-end depreciation is calculated (see The Monthly Accounting Process).
Tip: If the valuation figures look incorrect, check whether depreciation has been calculated for the current period. Valuations reflect the last completed calculation — they do not update in real time.
Transactions
The Transactions link shows all financial transactions recorded against the asset. This includes purchases, depreciation charges, disposals, and manual adjustments. See the Financial Transactions page for details on viewing, adding, and editing transactions.
Depreciation Setup
The Depreciation Setup link shows the depreciation rules assigned to this asset. Each book has its own set of rules, and you can view the formula, recovery period, and date ranges from this screen. See Assigning Depreciation Types to Assets for details.
Working with Financial Data Across Multiple Assets
To review financial data across many assets at once, use the query views available from the Financial menu rather than opening each asset individually. Key queries include:
- Depreciation in Current Period — Lists depreciation charges for all assets
- Asset Register by Category — Shows original value and NBV grouped by category
- Depreciation by Cost Centre — Shows depreciation charges grouped by cost centre
For custom views, create a query of type "Asset" and include "AssetValue." prefixed fields (e.g. AssetValue.OriginalValue, AssetValue.NetBookValue).
Related Articles
- Financial Transactions — Detailed transaction management
- Valuations — Understanding valuation reports and fields
- Assigning Depreciation Types to Assets — Viewing and changing depreciation rules on individual assets
- Month End Results — Reports for reviewing depreciation results