ASSETS / LIFECYCLE WALKTHROUGH

Asset Lifecycle Walkthrough

Tenant-facing operational, lifecycle, compliance, and accounting verification.

Contents

1. Readiness before testing
2. Tenant test data to create
3. Common tenant values
4. How to run and record each test
5. Module 1 - Asset Register
6. Module 2 - Asset Acquisition
7. Module 3 - Depreciation
8. Module 4 - Asset Transactions
9. Module 5 - Depreciation and accounting review
10. Module 6 - Advanced tracking
11. Module 7 - Capital projects and capitalization
12. Module 8 - Compliance and supporting operations
13. Accounting verification

About this guide

Use this guide after the Asset Setup and accounting prerequisites are ready. Every named record below is an example to create or select in the tenant's own company. These are not pre-existing records.

The flow intentionally uses four consistent assets:

• three physical assets for registration, acquisition, depreciation, transactions, and supporting records;
• one building shell for the capital-project and capitalization path, so it is not acquired twice.

Use tenant values, not copied IDs

Select visible lookup values from the signed-in tenant. Do not copy tenant IDs, business-unit IDs, user IDs, account codes, location IDs, or dates from another environment. Use the tenant's approved base currency and open accounting date.

1. Readiness before testing

Complete the following setup before creating operational records.

Confirm that the setup screen can create or select the approved depreciation rules.

Setup area	Ready when
Depreciation rules	IT Equipment, Motor Vehicles, and Commercial Buildings rules are active and approved where approval is enabled.
Asset types	IT Equipment, Motor Vehicles, and Commercial Buildings exist and use the matching rules.
Asset books	Accounting, Tax, and Management books exist when the tenant needs those reporting bases.
Asset products	The four products in Section 2 exist, are active, and link to the correct asset types.
GL configuration	Approved asset posting rules, account mappings, and disposal methods exist.
Locations	Head-office, server-room, fleet, and branch locations, or approved tenant equivalents, are selectable.
Approval policy	Required asset users and approval levels are configured.
Accounting period	The accounting date to be used for posting is open.

2. Tenant test data

Create or select these records in the tenant. Keep the visible names consistent across every module so reports and journals can be traced end to end.

2.1 Assets to register

Asset	Asset tag	Serial number	Product	Asset type	Depreciation rule	Location	Custodian
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	FA-IT-001	DL5440-UG-001	Dell Latitude 5440 - Finance Laptop	IT Equipment	Straight Line - 3 Years	Head-office location	Tenant custodian
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	FA-IT-002	HPE-DL380-UG-001	HPE ProLiant DL380 Gen11 - Application Server	IT Equipment	Straight Line - 3 Years	Server-room location	Tenant custodian
Toyota Hilux double cab assigned to field operations	FA-VEH-001	HILUX-UG-001	Toyota Hilux 2.8 GD-6 - Field Operations	Motor Vehicles	Straight Line - 5 Years	Fleet location	Tenant custodian
Kampala branch office building shell	FA-BLD-001	Leave blank when not applicable	Kampala Branch Office Building Shell	Commercial Buildings	Straight Line - 40 Years	Branch location	Tenant custodian

2.2 Acquisition values

Acquire only the first three assets in Module 2. The building shell is created through CIP capitalization in Module 7.

Asset	Amount	Currency	Description
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	4,800,000	Tenant base currency	Acquisition of Dell Latitude 5440 finance laptop for the Kampala Head Office
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	18,000,000	Tenant base currency	Acquisition of HPE ProLiant DL380 Gen11 application server for the ICT Server Room
Toyota Hilux double cab assigned to field operations	120,000,000	Tenant base currency	Acquisition of Toyota Hilux double cab for field operations

Use the tenant's approved currency. The amounts above are controlled test values; document any approved conversion when the tenant does not use UGX.

2.3 Supporting records

Asset	Identifier	Warranty	Document
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	NFC: NFC-FA-IT-001	Manufacturer warranty dates from the supporting document	Approved acquisition invoice or controlled test PDF
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	NFC: NFC-FA-IT-002	Manufacturer or supplier warranty dates from the supporting document	Approved acquisition invoice or supplier support document
Toyota Hilux double cab assigned to field operations	NFC: NFC-FA-VEH-001	Manufacturer or supplier warranty dates from the supporting document	Approved acquisition invoice, title, or controlled test PDF

Do not invent a warranty provider, date, serial number, or uploaded document. If valid supporting evidence is unavailable, leave the optional field blank and record why.

2.4 Component relationship

Run this module only when the tenant has an approved child asset.

Field	Value
Parent asset	HPE ProLiant DL380 Gen11 application server for the ICT Server Room
Child asset	Tenant-approved UPS or backup-power asset
Relationship	PHYSICAL
Criticality	HIGH, when supported by tenant policy
Installation date	Actual tenant installation date

If no approved child asset exists, mark this test Not Applicable instead of creating a false relationship.

3. Common tenant values

Complete this table before running the modules.

Value	Tenant value to select or record
Company	Company selected after sign-in.
Owning business unit	Business unit that owns the test assets.
Base currency	Tenant's approved base currency.
Head-office location	Approved location used for the laptop.
Server-room location	Approved location used for the server.
Fleet location	Approved location used for the vehicle.
Branch location	Approved location used for the building, when different.
Test operator	Signed-in user shown by name.
Approver	User assigned by the tenant's approval policy.
Custodian	Approved user responsible for each asset.
Accounting date	Open accounting-period date.
Operational date	Date of the physical or compliance action.
Asset book	Accounting book for the main financial test.
Tax book	Tax book, only when a tax comparison is required.
Management book	Management book, only when a management comparison is required.

Use the accounting date for actions expected to create a journal. Use the operational date for maintenance, incidents, calibration, insurance, and physical verification when no accounting event is intended.

4. How to run and record each test

Run each positive operation independently. Complete the save, approval, or posting step before starting the next operation.

1. Select the tenant company and owning business unit.
2. Select the named asset from the lookup; do not type an unverified value.
3. Enter the table values for the module under test.
4. Submit the form and wait for the visible completion or approval state.
5. Refresh the list, open the saved record, and compare every visible field.
6. Review the financial-event or journal list when the module is expected to post.
7. Record the result before starting another independent test.

Module	Asset or record	Submitted date	Visible status	Event or journal number	Debit total	Credit total	Read-back complete	Result or notes

A successful form response is not enough to pass a test. The record must have the expected state and, where accounting is intended, a balanced journal.

5. Module 1 - Asset Register

5.1 Register the four assets

Open: Assets -> Asset Register -> Register New Asset

Registration creates asset master data. It does not represent a purchase.

Register the four assets in Section 2. Confirm the submitted names, tags, classifications, locations, and dates. Complete approval where maker-checker approval is enabled.

Expected result: Four active asset records are visible.

Negative check: Submit an existing asset tag or serial number again. The second submission must be rejected or prevented from creating a duplicate.

Accounting expectation: None. Registration is master data and must not create a debit, credit, or valuation layer.

5.2 Add identifiers

Add the three identifiers in Section 2.3. Refresh the identifier list and confirm type, value, date, asset tag, and asset name. No journal or value change is expected.

5.3 Add a component relationship

Run only when the approved child asset exists. The parent must show one child relationship and the child must remain one asset. Linking a component alone must not create a journal.

5.4 Add warranties

Open: Asset detail -> Warranties -> Create Warranty

Use warranty dates and coverage from the tenant's supporting document.

Asset	Warranty type	Dates	Coverage
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	MANUFACTURER	Supporting document	Parts and labour for the Dell Latitude 5440
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	MANUFACTURER or SUPPLIER	Supporting document	Coverage stated on the support document
Toyota Hilux double cab assigned to field operations	MANUFACTURER or SUPPLIER	Supporting document	Coverage stated on the vehicle warranty document

Warranty is operational evidence, not an insurance-premium or expense posting.

5.5 Add asset documents

Open: Asset detail -> Documents -> Create Asset Document

Attach the approved invoice, title, support, or controlled test document.

Refresh the document list and confirm file, type, description, uploader, upload date, and linked asset. Uploading a document does not post the invoice.

6. Module 2 - Asset Acquisition

Acquire the first three assets separately. Do not acquire the building shell in this module.

Open: Assets -> Transactions -> Acquisitions -> Record Acquisition

Use one acquisition form for each of the first three assets.

For each asset, use the values in Section 2.2 and the tenant's open accounting date. Confirm that the acquisition is approved or posted according to the tenant workflow.

Expected debit	Expected credit	Reason
Fixed asset cost account configured for the asset type	Acquisition clearing, payable, bank, or cash account configured for the transaction	Recognizes asset cost and the approved funding or clearing source.

Debit and credit totals must equal the submitted cost. The journal must belong to the selected company and business unit, use the tenant currency, and use the submitted accounting date.

Negative checks: Reject zero or negative cost, reject an unknown asset, and confirm that retrying the same transaction does not create a second asset, event, journal, or balance movement.

7. Module 3 - Depreciation

Run depreciation after acquisition and approval of the first three assets.

Open: Assets -> Depreciation -> Depreciation Runs -> Run Depreciation

Review included assets and amounts before finalizing the run.

Asset	Asset book	Asset type	Depreciation rule	Period	Expected basis
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	Accounting book	IT Equipment	Straight Line - 3 Years	Tenant open depreciation period	Approved cost, commissioning date, useful life, convention, and residual rate
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	Accounting book	IT Equipment	Straight Line - 3 Years	Tenant open depreciation period	Approved cost, commissioning date, useful life, convention, and residual rate
Toyota Hilux double cab assigned to field operations	Accounting book	Motor Vehicles	Straight Line - 5 Years	Tenant open depreciation period	Approved cost, commissioning date, useful life, convention, and residual rate

Confirm calculated amounts for each asset rather than expecting one fixed total.

Expected debit	Expected credit	Reason
Depreciation expense account configured for the asset class	Accumulated depreciation account configured for the asset class	Records period expense and contra-asset balance.

The run must show included assets, dates, amounts, approval state, and a balanced journal. Re-running the same book and period must be idempotent or clearly rejected; it must not double the expense.

8. Module 4 - Asset Transactions

Run each transaction independently with an open accounting date when it is expected to create an accounting event.

8.1 Transfer

Open: Assets -> Transactions -> Transfers -> Record Transfer

Move the three physical assets between approved locations in the same business unit.

Transfer the Dell, HPE, and Toyota assets one at a time. The location and transfer history must change once; asset tag and carrying amount remain unchanged. A same-business-unit transfer normally has no journal unless tenant policy requires one.

8.2 Revaluation

Open: Assets -> Transactions -> Revaluations -> Record Revaluation

Use documented, approved valuation evidence.

For each of the three physical assets, enter the current carrying amount shown in the UI, the tenant-approved new amount, the difference, date, explanation, and approval note. Do not enter a new value merely to force a posting.

8.3 Impairment

Open: Assets -> Transactions -> Impairments -> Record Impairment Test

The recoverable amount must be below carrying amount for a positive impairment test.

Use documented recoverable amounts for the Dell, HPE, and Toyota assets. The loss must equal carrying amount less recoverable amount, while original cost remains unchanged.

Expected accounting is a debit to the approved impairment-loss account and a credit to the approved accumulated-impairment or asset account. A missing posting rule must block the journal.

8.4 Disposal

Open: Assets -> Transactions -> Disposals -> Record Disposal

Dispose of one acquired and approved asset at a time with evidence.

Asset	Disposal method	Proceeds	Reason
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	Scrap / Salvage or tenant-approved method	Approved proceeds, or zero when scrapped	Approved retirement review
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	Sale, Scrap / Salvage, or tenant-approved method	Supporting-document proceeds	Approved retirement review
Toyota Hilux double cab assigned to field operations	Scrap / Salvage	UGX 90,000,000 where supported by disposal evidence	Approved retirement review

The selected asset must become DISPOSED and remain available for audit. Inspect proceeds, original-cost derecognition, accumulated-depreciation clearance, and gain or loss.

9. Module 5 - Depreciation and accounting review

Review these screens after the depreciation run and asset transactions:

Screen	What to inspect
Depreciation Runs	Run date, book, asset type, status, included assets, and total depreciation.
Depreciation schedule	Per-asset amount, accumulated amount, and remaining carrying value.
Asset Register	Original cost, accumulated depreciation, current carrying value, and lifecycle stage.
Financial events	Event type, amount, approval, posting rule, and journal linkage.
Accounting journal list	Posting date, business unit, currency, debit account, credit account, and totals.
Daily and monthly balances	Owning business-unit balances agree with posted journal totals.

Original cost must remain equal to approved acquisition cost. Depreciation must appear in accumulated depreciation and depreciation expense, not as a rewrite of original cost. Review each book separately when multiple books are enabled.

10. Module 6 - Advanced tracking

These modules extend asset history. A saved operational record is not automatically a journal. Inspect financial events and journals only when the tenant's configured workflow expects posting.

Lease

Open: Asset detail -> Leases -> Create Asset Lease

Use a real tenant lease agreement; otherwise mark the test Not Applicable.

Record lease type, agreement dates, liability amount, payment, and rate only when supported by the agreement. A lease schedule is not proof of a right-of-use asset or liability journal; verify recognition separately against tenant policy.

Incident

Open: Asset detail -> Incidents -> Create Asset Incident

Record an actual or controlled incident against the correct asset.

Use the HPE application-server example when supported: equipment failure, severity MEDIUM, two hours downtime when applicable, and UGX 180,000 repair cost when supported. Repair costs follow the approved maintenance, payable, or expense workflow.

Calibration

Open: Asset detail -> Calibrations -> Create Asset Calibration

Run calibration only for an asset that requires measurement or calibration.

Capture date, next due date, standard, result or deviation, and approved technician. Calibration is compliance history and has no automatic journal.

Software license

Open: Asset detail -> Software Licenses -> Create Software License

Use a license genuinely linked to the selected asset.

For the Dell asset, use Microsoft 365 Business Standard when applicable. For other assets, use the tenant's real license number, dates, quantity, and vendor. If none exists, mark the row Not Applicable.

11. Module 7 - Capital projects and capitalization

Use the building shell for this module so it is not acquired twice.

11.1 Create a CIP project

Open: Assets -> Capital Projects -> CIP -> Create CIP Project

Create the project before adding cost lines.

Field	Value to enter
Project name	Kampala Branch Office Building Completion Project
Project code	CIP-KAMPALA-BRANCH-2026-001
Start date	Tenant project start date
Expected completion	Tenant approved completion date
Budget	UGX 300,000,000 or tenant-approved project budget
Business unit	Business unit that owns the Kampala branch
Description	Complete the Kampala branch office building shell for operational use

The project must be approved and visible in Capital Projects -> CIP.

11.2 Add a CIP cost line

Project	Cost type	Amount	Currency	Cost date	Description
Kampala Branch Office Building Completion Project	Eligible project cost type	UGX 25,000,000 or approved cost	Tenant base currency	Tenant open accounting date	Construction materials and professional services for the Kampala branch office

The project cost must increase once and remain visible. A cost line is not automatically a capitalization posting.

11.3 Capitalize the completed project

Select the approved project, open accounting date, Commercial Buildings type, FA-BLD-001, Kampala Branch Office Building Shell, approved branch location, and the final description.

Expected accounting is normally a debit to the Commercial Buildings fixed-asset cost account and a credit to Construction in Progress. The project must be marked capitalized, the asset must appear in the register, and the project balance must reduce or close according to the workflow. Missing or unapproved mappings must leave the event pending or reject it.

12. Module 8 - Compliance and supporting operations

12.1 Maintenance

Open: Assets -> Compliance -> Maintenance -> Log Maintenance Activity

Use supporting service details and keep operational maintenance separate from accounting treatment.

Asset	Maintenance type	Date	Cost	Next scheduled date	Description
Dell Latitude 5440 finance laptop assigned to the Kampala Head Office	PREVENTIVE	Tenant maintenance date	UGX 150,000 when supported	Six months after maintenance date	Preventive cleaning and inspection of the finance laptop
HPE ProLiant DL380 Gen11 application server for the ICT Server Room	CORRECTIVE	Tenant repair date	UGX 85,000 when supported	Tenant review date	Corrective power-supply service for the application server

Maintenance records normally capture service history. Post any cost separately through the approved maintenance, payable, or expense workflow and verify that journal independently.

12.2 Insurance policy and asset links

Create one policy only when an approved insurance document exists.

Policy field	Value
Policy number	Tenant policy number
Insurer	Tenant insurer
Policy type	ALL_RISK when supported by the policy
Start and end dates	Policy dates
Annual premium	UGX 600,000 when supported by the policy

Link the policy to the Dell, HPE, Toyota, and building assets when covered. Creating coverage does not post an insurance premium; use the approved expense or prepaid-insurance workflow for that cost.

12.3 Physical verification

Open: Assets -> Compliance -> Verification -> Create Physical Verification

Create one verification with one line for each physically inspected asset:

Verification field	Value
Verification date	Date of physical inspection
Location	Approved location being inspected
Asset type	IT Equipment, Motor Vehicles, or Commercial Buildings
Line status	FOUND for each asset physically present
Condition	GOOD or actual inspected condition

The verification must attach one line to each inspected asset. It must not change asset cost or create a journal by itself.

13. Accounting verification

Use this verification table after every operation expected to post.

Verification	What to confirm
Journal date	Matches the open accounting date used in the test.
Company and business unit	Belongs to the selected tenant and owning business unit.
Currency	Every line uses the selected tenant currency unless approved conversion was intended.
Narration	Clearly identifies the visible asset name and action.
Debit and credit	Totals are exactly equal.
Account names	Match the tenant's approved asset policy and posting mapping.
Sub-ledger	Present only where the posting rule requires one.
Daily and monthly balances	Move on the expected debit and credit accounts.
Duplicate check	Retry does not create a second journal.
Event linkage	Journal can be traced back to the asset financial event.

Expected account effects

Operation	Expected debit	Expected credit	Journal expectation
Registration, identifier, component, warranty, document	None	None	No automatic journal.
Acquisition	Fixed-asset cost account	Acquisition clearing, payable, bank, or cash account	Yes when mapping and date are valid.
Depreciation	Depreciation expense account	Accumulated depreciation account	Yes when the run posts.
Same-business-unit transfer	None	None	Usually no journal.
Revaluation	Approved policy account	Approved policy account	Only with approved mapping.
Impairment	Approved impairment-loss account	Approved accumulated-impairment or asset account	Only with approved mapping.
Disposal	Approved proceeds and derecognition accounts	Approved proceeds and derecognition accounts	Only with valid mapping and date.
Lease	Approved lease-policy accounts	Approved lease-policy accounts	Only when recognition is configured.
Incident, calibration, license	None	None	No automatic journal.
CIP cost line	Approved CIP policy account	Approved payable, cash, or clearing account	Depends on tenant configuration.
CIP capitalization	Fixed-asset cost account	Construction in Progress account	Requires approved mapping.
Maintenance, insurance, verification	None	None	No automatic journal from the operational record.

Do not infer an account from the operation name. Read the account names shown by the journal and compare them with the tenant's approved mapping.