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Depreciation and accounting

Run depreciation for a period

Last updated Oct 29, 2026

Before you start

  • At least one depreciation book must be active, and your categories should carry the lives and rates your auditor agreed.
  • Map your GL accounts first if the journals will go to your accounting system; the run checks the mapping.
  • Depreciation is always calculated by the server.

Web edition

Open Accounting › Depreciation. The run moves through Select period, Calculate, Validate, Review exceptions, Approve, Post and Results.

  1. Choose the Period and the Book. The period must be open.
  2. Click Preview. The tiles show Assets, Gross Value, Depreciation and Net Book Value, with a line per asset. Preview only: nothing is saved.
  3. Click Validate. The run is created and checked: period open, no duplicate posting, earlier periods posted, depreciation inputs, negative values, GL account mapping and more. Errors block the run; warnings are listed for review.
  4. Select a line to see how its depreciation was calculated (cost, start date, method, life, residual, rate and days).
  5. Click Submit for approval. Another Finance user must approve it (maker-checker); approvers find it under My Tasks. You cannot approve a run you submitted.
  6. After approval, click Post Run. Posting freezes every line, stores the inputs and creates the accounting journal.

A posted run cannot be edited, only reversed. Reverse posts a reversal run with the opposite amounts and a reversing journal; only the latest run of a book can be reversed, in an open period. Reproduce recalculates a posted run from its stored inputs to show that the figures still match. Download CSV exports the lines.

Desktop edition

  1. Open Accounting › Depreciation Run (Ctrl+Shift+D) or click Depreciate on the toolbar.
  2. Choose the Book (Companies Act or Income Tax), the financial year, the part of the year (full year, a quarter or a month) and, if you want, one category.
  3. Click Validate. The period must not be in the future or span two financial years.
  4. Click Preview to see opening value, additions, disposals, depreciation and closing value per asset.
  5. Export the preview to CSV and check it, or compare it with the depreciation reports in the Report Centre.
On the desktop edition the run is validate, preview and export only in this version. The Post Run button is disabled; posting depreciation journals arrives in a later release. Take the figures into your accounts in the usual way until then.

If an asset is not depreciating

Check its put-to-use date. Draft assets, assets still in CWIP and paused assets are not depreciated.

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