Fixed Assets

The Assets module manages the full lifecycle of fixed assets — from acquisition through depreciation, maintenance, and disposal.

Navigation: Assets → Asset Register / Transactions / Depreciation / Capital Projects / Compliance

Module Structure

Page	Description
Asset Register	View and manage all fixed assets
Transactions	Asset acquisitions, transfers, disposals, revaluations
Depreciation	Depreciation runs and schedules
Capital Projects (CIP)	Capital work in progress tracking
Compliance	Maintenance, insurance, and verification

Administration Setup

Configure in Administration → Assets before operational use:

Setup Page	Purpose
Asset Types	Categories of assets (vehicles, furniture, IT equipment, etc.)
Asset Books	Depreciation books (financial, tax, management)
Asset Products	Product templates combining type, book, and depreciation rules
Depreciation Rules	Methods and rates (straight-line, reducing balance)
GL Integration	Map asset transactions to GL accounts

GL Integration Prerequisites

Before posting any asset event to the ledger, make sure the following are in place:

Requirement	Why It Matters
Asset Type and Product	Determines the lifecycle, depreciation behaviour, and posting context
Asset Book	Controls which financial, tax, or management book is being updated
Asset Posting Rule	Defines how acquisition, depreciation, disposal, and related events post
Approved Configuration	Prevents unreviewed asset setup from being used in production posting

For most live environments, the first accounting events to validate are:

• Acquisition
• Depreciation
• Disposal

Asset Register

Registering an Asset

1. Navigate to Assets → Asset Register
2. Click Create Asset
3. Fill in the form:

Field	Description	Required
Asset Name	Descriptive name	Yes
Asset Type	Category (from configured types)	Yes
Asset Product	Product template	Yes
Acquisition Date	When the asset was acquired	Yes
Acquisition Cost	Purchase price	Yes
Business Unit	The BU that owns this asset	Yes
Serial Number	Manufacturer serial number	No
Location	Physical location	No

4. Submit the form

Asset Details

Field	Description
Net Book Value	Acquisition cost minus accumulated depreciation
Accumulated Depreciation	Total depreciation charged to date
Useful Life	Expected lifespan (years/months)
Residual Value	Expected value at end of useful life
Status	Active, disposed, under maintenance

Depreciation

Depreciation Methods

Method	Description
Straight-Line	Equal depreciation each period: (Cost − Residual) ÷ Useful Life
Reducing Balance	Percentage of net book value each period

Running Depreciation

1. Navigate to Assets → Depreciation
2. Click Run Depreciation
3. Select the asset book and period
4. Review the calculated amounts
5. Confirm — GL journal entries are created automatically

Multi-Book Depreciation

PinkApple supports multiple depreciation books for the same asset:

Book	Purpose
Financial	For financial reporting (IFRS/GAAP)
Tax	For tax compliance (may use different rates)
Management	For internal management reporting

Asset Transactions

Transaction	Description
Acquisition	Recording a new asset purchase
Transfer	Moving an asset between business units
Disposal	Selling or scrapping an asset
Revaluation	Adjusting the asset's carrying value
Impairment	Recording a loss in value

Each transaction generates GL journal entries through the asset GL integration rules.

Asset GL Event Types

Asset GL integration is normally configured around business events rather than generic free-form journals. Common event types include:

Event Type	Typical Outcome
Acquisition	Capitalises the asset and offsets cash, payable, or clearing
Depreciation	Moves value from asset cost into accumulated depreciation and expense
Disposal	Clears cost and accumulated depreciation and recognizes gain or loss
Transfer	Reassigns ownership or location without losing audit continuity
Impairment	Recognizes a reduction in recoverable value

Capital Work in Progress (CIP)

Track construction and development projects that will eventually become fixed assets:

1. Create a CIP project with budget and timeline
2. Record costs as they are incurred
3. When complete, capitalise the project — converting it to a fixed asset

Compliance

Maintenance

Track scheduled and unscheduled maintenance:

• Maintenance schedules and reminders
• Cost tracking per maintenance event
• Service provider records

Insurance

Manage asset insurance policies:

• Policy numbers and coverage amounts
• Premium tracking
• Expiry date monitoring

Verification

Physical asset verification and audit:

• Verification schedules
• Physical count records
• Discrepancy reporting

Reporting Coverage

Out of the box, asset operations are supported by reporting and drilldown procedures for:

• Asset Register
• Asset Financial Events

That means operations teams can report on current assets and inspect the financial history of a selected asset. If you want those datasets surfaced in a broader reporting workspace, make sure the reporting catalog in your environment has been configured to expose them.

Seeded Configuration Notes

PinkApple treats the following asset records as approval-controlled setup:

• Assets
• Asset Types
• Asset Products
• Asset Posting Rules

This matters operationally because a partially configured or unapproved asset setup can block depreciation runs, acquisition posting, or disposal settlement even when the asset record itself exists.

Next Steps

• Reporting — Asset reports and depreciation schedules
• GL Integration — How asset transactions flow to the GL