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Asset register

Add an asset to the register

Last updated Oct 29, 2026

Before you start

The category, location and (if you use them) department, vendor and custodian must already exist as masters. See Masters and asset categories. You need the right to create assets.

To bring in many assets at once, use the Excel import instead.

Web edition

  1. Open Assets › Add Asset, or the create (+) button in the top bar.
  2. Basic Information. Choose the source: Manual entry, From procurement (a received purchase line, keeping the PO and GRN links; needs the capitalise permission) or From a document (AI), which hands you over to Document Intelligence. Describe the asset; the serial number is checked for duplicates.
  3. Classification. Choose the category (pick a sub-category if it has them). The category defaults for life and method are shown. The asset code is generated from your numbering rule, or tick Enter the asset code myself.
  4. Financial Details. Enter the acquisition references, the dates and the costs to capitalise. Depreciation starts from the date set by the company's policy. Leave the residual value empty for the default; more than 5% needs a justification. For a foreign-currency purchase, choose the transaction currency and the rate.
  5. Location & Custodian. Where the asset is and who looks after it. The custodian receives a handover to acknowledge.
  6. Documents. Attach the invoice, purchase order, photos and other evidence.
  7. Review & Create. Check everything and create the asset. The server checks every rule again.

Use Save draft at any step to finish later; drafts are listed under Drafts. A draft asset is not depreciated.

Desktop edition

  1. Click New Asset on the toolbar (Ctrl+N).
  2. Work through the sections with Next and Back: Basic Info, Make & Model, Financial Details, Depreciation, Location & Custodian, Service & Warranty, Documents.
  3. Fill the required fields marked *: Asset Name, Category, Purchase Date, Purchase Cost, Useful Life (years) and Location. Leave Asset Code blank to have one generated.
  4. On Financial Details, enter the cost and the put-to-use date. Depreciation starts on the put-to-use date, not the purchase date.
  5. Click Save Asset. If another asset has the same serial number you are warned and asked to confirm.

After saving

  • Location, custodian and tag are locked once the asset is no longer a draft. Moves go through transfers and assignments so they are approved and recorded.
  • Edits ask for a reason, because every change is written to the audit trail.
  • If you claim GST input tax credit, the GST is not part of the cost.

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