Fixed Assets

The Assets module manages the full lifecycle of fixed assets from setup and registration through acquisition, depreciation, maintenance, verification, insurance, capitalization, and disposal.

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

Use the current Assets guide pages for the detailed user workflows:

• Assets Overview
• Asset Setup
• Asset Operations

Module Structure

Page	Description
Asset Register	View and manage fixed asset records, custody, status, and values.
Transactions	Record acquisitions, transfers, disposals, revaluations, and impairments.
Depreciation	Run and review depreciation for selected periods, books, and asset types.
Capital Projects (CIP)	Track capital work in progress and capitalize completed projects.
Compliance	Maintain service history, insurance coverage, and physical verification.

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
Asset Setup	Assets -> Setup	Configure asset types, books, products, depreciation rules, GL integration, and locations.
Asset Register	Assets -> Asset Register	Register and maintain asset records, tags, custody, location, value, and lifecycle state.
Transactions	Assets -> Transactions	Record acquisitions, transfers, disposals, revaluations, impairments, and related finance follow-up.
Depreciation	Assets -> Depreciation	Run and review depreciation for selected periods, books, and asset filters.
Capital Projects	Assets -> Capital Projects	Track work-in-progress costs and capitalize completed projects.
Compliance	Assets -> Compliance	Maintain maintenance, insurance, and verification evidence.

Administration Setup

Configure in Administration → Assets before operational use:

Setup Page	Purpose
Asset Types	Categories, subtypes, lifecycle model, thresholds, and default depreciation behavior.
Asset Books	Financial, tax, or management views of depreciation and value.
Asset Products	Reusable templates for repeated asset classes.
Depreciation Rules	Methods, useful life, residual value, and run behavior.
GL Integration	Finance rules for acquisitions, depreciation, transfers, revaluations, impairments, and disposals.
Locations	Shared operational places used by registration, transfer, custody, and verification.

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 lifecycle, depreciation behavior, and finance context.
Asset Book	Controls which financial, tax, or management book is being updated.
Asset Posting Rule	Defines how acquisition, depreciation, disposal, and related events are reviewed by finance.
Approved Configuration	Prevents unreviewed setup from being used in live activity.

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
Asset Tag	Unique user-facing asset reference.
Serial Number	Manufacturer or supplier serial number where available.
Description	Clear asset description.
Asset Type	Approved asset category.
Asset Product	Optional reusable product template.
Depreciation Rule	Rule used for depreciation where applicable.
Primary Location	Where the asset is held or used.
Current Custodian	Person responsible for the asset.
Commissioning Date	Date the asset became ready for use.
Warranty Expiry Date	Warranty end date where applicable.

4. Submit the form.

Asset Details

Field	Description
Net Book Value	Current carrying value after depreciation and adjustments.
Accumulated Depreciation	Total depreciation charged to date.
Original Cost	Initial capitalized cost.
Fair Market Value	Current valuation estimate where recorded.
Status	Operational state such as active, disposed, or under maintenance.
Lifecycle Stage	Where the asset sits in its lifecycle.
Condition Rating	Physical or operational condition.

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 Period From and Period To.
4. Optionally filter by Asset Book or Asset Type.
5. Confirm the Run Date.
6. Review totals and exceptions after the run.
7. Finalize only after finance review.

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

Financial transactions create asset financial events for finance review and posting.

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	Capitalizes 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, location, custodian, department, or business unit 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 asset type, budget, currency, start date, and expected completion.
2. Record cost lines as they are incurred.
3. Review accumulated cost and budget utilization.
4. When complete, Capitalize the project into 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 views 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.

Configuration Notes

Pinkapple treats the following asset setup records as approval-controlled in many environments:

• 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