Adding a new Fixed Asset

• From the main menu, click General Accounting.
• Click Assets.
• Click Add Asset.

First: Basic Information

• Enter the Name — required.
• The Code is auto-generated, with the option to edit.
• Select the Main Account — required, represents the asset classification in the chart of accounts.
• Select the Asset Type — optional.
• Enter the Useful Life using the appropriate unit based on the selected depreciation method (e.g., 5 for an asset depreciated over 5 years).
• Select the In Service Date — required, this is when depreciation starts.
• Enter the Serial Number — optional, must be unique.
• Enter the Barcode manually or generate it — optional, must be unique.
• Enter the Quantity.

Second: Custody Information

• Select Used By — required. Options: Not Assigned / Employee / Storage. Default: Not Assigned.
• If Employee is selected, choose the employee — required.
• If Storage is selected, choose the storage location — required.
• Select the Physical Location — optional.

If the branches feature is enabled, only employees within accessible branches will appear.

Third: Define Individual Units

If the quantity is greater than 1, you can enable Define Individual Unit Details.

Behavior:

• Disabled (default): Asset is tracked at the main level — Serial Number, Barcode, Used By, and Physical Location are editable.
• Enabled: Asset is tracked per unit — these fields become read-only at the main level, and a custody details table appears.

When enabled:

• A table appears with rows equal to the entered quantity. For each unit:
  • Serial Number — optional, but either Serial Number or Barcode must be provided.
  • Barcode — optional, can be generated automatically or entered manually.
  • Custody Type — required: Not Assigned / Employee / Storage.
  • Assign To — required if Employee or Storage is selected.
  • Physical Location — optional.

• Enter the Purchase Price — required.
• Select the Purchase Date — required.
• Select the Cash Account — required, represents the credit side of the asset entry.
• Add Tax Value — optional.

Fifth: Depreciation Settings

• Select the Depreciation Method — required:
  • Fixed Amount (Straight-Line)
  • Percentage (Declining Balance)
  • Units of Production
• Select the Frequency — Day / Week / Month.
• Enter the Depreciation Value (amount or percentage based on method).
• Select the Auto Depreciation Start Date — required for periodic methods.
• Select the Depreciation End Date — optional.
• Enter the Salvage Value — expected value at disposal.
• Select Accumulated Depreciation Account and Depreciation Expense Account — optional.

Sixth: Notes & Attachments

• Add a Description — optional.
• Upload Attachments — supported formats: PDF, DOC, DOCX, XLS, XLSX, CSV, JPG, PNG, GIF, ZIP, JPEG (max 50 MB).
• Click Save.

Upon saving, a sub-account for the asset is automatically created in the chart of accounts under the appropriate category (e.g., Assets → Fixed Assets → Vehicles).

Notes

• Asset status is automatically calculated based on custody data.
• When assigning a unit to an employee or storage, a corresponding record is automatically created in the Employee Assets module.
• If the Serial Number or Barcode already exists in Employee Assets, the system links the unit automatically and syncs custody data instead of creating a new record.
• If the Serial Number or Barcode is already linked to another accounting asset, saving will be blocked.
• All custody changes are recorded in both the Asset Movement Log and the Activity Log.