Asset Register
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Last updated
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This feature serves as a comprehensive inventory that records all assets owned by your business. It is designed to track and manage both physical and intangible assets, including equipment, vehicles, property, intellectual property, and financial investments.
Key Functions include :
Asset Tracking: Maintains detailed records for each asset, including purchase date, cost, location, and condition.
Depreciation Management: Tracks the depreciation of assets over time for accurate financial reporting and tax purposes.
Compliance and Audits: Ensures adherence to accounting standards and regulations while providing the necessary documentation for audits.
Attachment Uploads: Enable the storage of photos or documents for each asset listed in the asset register, allowing for comprehensive documentation and easy access to related files.
Follow these steps to add a new asset to the Asset Register:
Initiate a New Entry: Click the "+" button located in the top right corner of the Asset Register table. This action will create a new, blank line item for you to complete.
Add an attachment
Use the File Uploader to upload an attachment of the Asset
Select or Create an Asset Category:
In the designated column, choose the appropriate Asset Category from the available options.
If no suitable categories exist:
Select the "Add or Edit" option (likely found within the Asset Category column or nearby).
Click the "+" icon typically located in the bottom right of the resulting window or dropdown.
Fill in the required detials - such as Asset Group, Name and Description.
Identifying the Asset Group: Carefully determine the overarching group to which your asset belongs. If none of the existing groups are suitable, select "Other".
Complete the Asset Details: Once that's done - you will be required to enter the revised information correlating to the new asset:
Field
Description
Category Name
Provide a more detailed description of the asset within the chosen category. Example: If the category type is "IT Equipment," the category name could be "Laptop," "Desktop Computer," or "Server."
Status
Indicate the current condition or operational state of the asset. Common options include: "In Use," "In Storage," "Under Repair," "Disposed," "Lost/Stolen" or "Obsolete"
Name
Enter a unique and easily recognizable identifier for this asset item. Examples: "Dell Laptop - Finance Department," "Office Chair - Reception," or "Forklift - Warehouse A."
Date Acquired
Record the date on which the organization took ownership of the asset. This is crucial for depreciation calculations, warranty tracking, and historical records.
Cost
Input the initial purchase price or cost incurred to acquire the asset. This value is essential for accounting purposes, including depreciation and asset valuation.
Quantity
Specify the number of identical asset items. If you are adding multiple identical items (e.g., 5 identical monitors), enter "5." For a single unique item, the quantity will be "1."
Useful Life
Estimate the duration (typically in years) for which the asset is expected to be usable for its intended purpose. Example: A laptop may have a useful life of 3-5 years.
Serial Number
If the asset has one, record the unique serial number assigned by the manufacturer. This is especially important for tracking individual devices and machinery.
Model Number
Enter the specific model designation of the asset as provided by the manufacturer. This information helps in identifying specifications, compatibility, and potential replacement parts.
Branch
Indicate the physical location or branch where the asset is currently situated or assigned. Example: "Main Office," "Warehouse A," or "IT Department."
Assigned To
Specify the person that is currently responsible for or primarily using the asset. This helps with accountability and tracking asset utilization.
Area
Select an area from the list where the asset is being used. Example areas could include: "Finance Office," "IT Support Room," "Marketing Area," or "Warehouse."
If you see a magenta line and a pointer from Mobiloan, carefully review the indicated column and ensure you have provided the necessary details before attempting to save again.
Once all required fields are complete, the magenta highlighting should disappear, and the "Save" action will successfully add the new asset to your Asset Register.
Once you have diligently filled in all the necessary columns for the new asset, the final step is to save the information to the Asset Register. To do this, simply press the "Save" button
By selecting the dropdown arrow at the top right corner - you will find the following options :
This option allows you to view assets that have been marked for deletion and, if necessary, restore them back into the active asset register.
Simply select an item on the 'Deleted Assets' table, and select Restore Asset
Selecting this feature generates an Asset Acceptance Form for the specific user making the request. The form will display the initial request from the user along with the corresponding signature.
The asset register will be included in the acceptance form, listing the entries assigned to this user, indicating who is responsible for the asset.
All generated acceptance forms are automatically stored as fileshare objects and can be accessed through the additional options menu above. To view or share a previously generated acceptance form, simply select an item from the list below.
Select the "" option to add a new attachment
For more information on using Fileshare, click
