Valuations
Asset valuations provide a financial view of your asset register, showing current book values, original costs, accumulated depreciation, and net values. Use valuations to support financial reporting, insurance reviews, and audit requirements. This page explains how valuation data is structured and how to use the available reports.
Prerequisites
- You must be in the Fixed Asset Management profile (see Fixed Asset Management Profile).
- Depreciation should have been calculated for the current period to ensure valuations are up to date (see The Monthly Accounting Process).
Valuation Reports
The system provides several valuation report views, accessible from the Financial menu:
| Report | Description |
|---|---|
| Asset Valuation | Shows individual asset values with cost, depreciation, and net book value |
| Asset Valuation by Category | Summarises valuations grouped by asset category |
| Asset Valuation by Location | Summarises valuations grouped by location |
| Financial Valuations | Dashboard view combining multiple valuation perspectives |
Understanding Valuation Data
The asset editor includes a Valuations tab showing comprehensive financial data. These fields are also available as query columns when building custom reports.
Core Values
| Field | Description | How It Is Calculated |
|---|---|---|
| Original Value | The acquisition cost of the asset | Sum of all purchase transactions |
| Net Book Value (NBV) | The asset's current book value | Original Value minus Accumulated Depreciation, plus Revaluations |
| Accumulated Depreciation | Total depreciation charged to date | Sum of all depreciation transactions |
| Replacement Value | Estimated current replacement cost | Manually entered or imported — not calculated by the system |
| Revaluation Value | Any revaluation adjustments applied | Sum of all revaluation transactions |
Tip: Net Book Value is the most commonly reported figure. If it appears incorrect, check whether depreciation has been calculated for the current period — valuations reflect the last completed calculation, not a real-time projection.
Period Movements
These fields show what has changed during the current period and year. They are useful for reconciliation and for producing movement schedules:
| Field | Description |
|---|---|
| Additions This Period | New asset additions (purchase transactions) in the current period |
| Transfers In/Out This Period | Asset transfers between entities in the current period |
| Disposals This Period | Assets disposed in the current period |
| Depreciation This Period | Depreciation charged in the current period |
| Depreciation This Year | Year-to-date depreciation |
Total Cost of Ownership Fields
The system also tracks broader cost data for each asset. See Total Cost of Ownership for details on recording running costs.
| Field | Description |
|---|---|
| Insurance Cost | Annual insurance expense |
| Maintenance Cost | Servicing and repair costs |
| Disposal Sale Amount | Proceeds from disposal |
| Gain or Loss on Disposal | Calculated as sale proceeds minus net book value at disposal |
Valuation Periods
Valuations are calculated based on the current accounting period. The depreciation charges reflected in valuations come from the period-end processing described in the Monthly Accounting Process.
To view valuations at different points in time, adjust the reporting end date using the date selector on the query or report. This allows you to:
- Review historical valuations — See what the register looked like at a past period-end
- Project forward — View projected values based on scheduled depreciation (where supported by the report)
Using Valuations
Valuation reports are commonly used for:
Financial Reporting
Provide balance sheet values for fixed assets. The key figures are:
- Original Value — Gross book value on the balance sheet
- Accumulated Depreciation — Contra-asset on the balance sheet
- Net Book Value — The net figure reported on the balance sheet
Insurance
Establish replacement or book values for insurance purposes. The Replacement Value field is typically used for insurance, as it reflects current market cost rather than historical purchase cost. Keep replacement values up to date — stale values can result in under-insurance.
Audit
Support external audit requirements with:
- Complete asset listings with values
- Movement schedules showing additions, disposals, and depreciation for the period
- Reconciliation between opening and closing balances
Decision Making
Identify actionable insights such as:
- Fully depreciated assets — Assets with NBV of zero that are still in service may need replacement or formal write-off
- High-value concentrations — Categories or locations with significant capital investment
- Impairment candidates — Assets where replacement value is significantly less than NBV
Exporting Valuations
Valuations can be exported or printed using the Format options available on each query view. Common export formats include PDF (for formal reports) and Excel (for further analysis).
Tip: For year-end audit packs, produce both the detailed Asset Valuation report and the summary by Category report. The summary provides the auditor with a high-level overview, while the detail supports drill-down into individual assets.
Related Articles
- Financial Asset Information — Viewing valuations on individual assets
- Month End Results — Reports for reviewing depreciation results
- The Monthly Accounting Process — How depreciation updates valuations
- Total Cost of Ownership — TCO fields on the valuation screen