Asset Management Overview

Asset statuses

• New: The asset has been created and contains only New items. Site, building, and room can be entered and edited while the asset is in this state.

• Active: At least one asset item has been accepted. Site, building, and room can be entered and edited while the asset is in this state.

• Depreciated: At least one item has been depreciated, and there aren't any accepted items. Site, building, and room can be entered and edited while the asset is in this state.

• Disposed: All asset items have been disposed, and the asset has been disposed.

Asset item statuses

• New: The item has been added to the asset, but not yet accepted.

• Accepted: The item has been accepted.

• Depreciated: The item has been fully depreciated. This means that the item has fulfilled its useful life and the book value equals the salvage value. Transactions to record depreciation are no longer created for these items, but they remain in inventory and must be accounted for until disposed.

• Disposed: The item has been disposed.

Taxes, freight, shipping, and discounts associated with invoices are allocated across capital assets and included in their cost in Asset Management.

About asset condition

The default value is Good. Additional conditions are added in Capital Assets Configuration.

This field can be edited while the asset is in the New, Active, or Depreciated state.

Changing the condition of an asset is typically the result of a physical inventory, and a record of the change is saved on the asset's History tab. The condition on the asset record isn't related to the Received Condition on the Order Receipt.

Note: You can't change the condition once an asset is Disposed. Ensure that this field displays the required condition prior to disposing an asset.

Asset management process

1. Enter or import historical assets into AptaFund

2. Add assets and asset items either directly in Asset Management, through Purchasing & Accounts Payable for regular invoices, or through Accounts Payable for direct invoices.

3. Add items to an asset

4. Accept an asset

5. Accept asset items

Other asset management functions & topics

About three methods of entering assets

About asset depreciation

Run depreciation

Assets:

• Print asset tags

• Use the File Attachments feature to attach items such as insurance information, sale of asset, acquisition or disposal of asset to the asset record

• Edit an asset

• Delete an asset

• Mark an asset as inventoried

• Dispose an asset

Asset items:

• Edit an asset item

• Reclassify an asset item — change the account code used for depreciation transactions

• Duplicate an asset item

• Split an asset item

• Move an asset item

• Dispose asset items

Return to Capital Assets Overview