End-to-end workflows
How work moves through Fixed Assets from start to finish, who does each step and what the system does in response.
On this page (5)
Set up a category and capitalise a purchased asset
Who: Accountant (asset.manage) prepares; Financial controller (asset.approve) approves
| # | What the person does | What the system does |
|---|---|---|
| 1 | Accountant: Configuration > Asset categories > New 'IT', Straight line, 12 months, Use the standard asset accounts, Save | Draft category IT saved with seven accounts |
| 2 | Controller: open IT and Activate | Category active; accountant cannot do this step for a category he prepared |
| 3 | Accountant: Assets > New 'Laptop', Category IT, typed acquisition, Cost 1,200.00, account 3000, acquired 01/07/2026, Save | Draft asset with number FA-... |
| 4 | Accountant tries Capitalise (if he also holds approve) | Refused as self-approval |
| 5 | Controller: open the asset and press Capitalise | Asset Running; journal Dr 1500 1,200.00 / Cr 3000; 12 rows of 100.00 planned |
| 6 | Open Reporting > Asset register as of today | Laptop listed, cost 1,200.00, book value 1,200.00 less depreciation posted so far |
Monthly depreciation close
Who: Accountant proposes; Controller approves; Accountant checks the report
| # | What the person does | What the system does |
|---|---|---|
| 1 | Accountant: Depreciation runs > pick last month > Propose run | Run To approve with the number of rows and the total (e.g. 190.00) |
| 2 | Accountant opens the run and reads the lines | Every running asset with a planned row is listed once |
| 3 | Controller: Approve and post | Run Posted; one journal per asset Dr 6100 / Cr 1590 dated month end |
| 4 | Open Reporting > Asset roll-forward for the year | Depreciation column includes the month; 'Against the ledger' says Agrees |
| 5 | Propose the same month again | 'Nothing is due up to ...' - nothing double-posted |
| 6 | Lock the month in accounting and propose next month's run with an older unposted row (test data) | Row Blocked 'This accounting period is locked.', run 'Partly posted'; after unlocking, the next run posts it |
Dispose of an asset at a gain
Who: Accountant proposes; Controller approves; Sales invoices the buyer
| # | What the person does | What the system does |
|---|---|---|
| 1 | Accountant: open a running asset (cost 1,200.00, depreciation 400.00) > Disposal, Sold, Portion 1, Proceeds 900.00, Reason | Change 'To approve' appears under Changes to approve |
| 2 | Accountant opens Changes to approve | No Approve button for him unless he holds asset.approve; even then approval is refused as self-approval |
| 3 | Controller: Approve | Depreciation posted through the disposal month; journal Dr 1580 900 / Dr 1590 400 / Cr 1500 1,200 / Cr 7100 100 |
| 4 | Check the asset | Status Disposed, book value 0.00, no planned rows left |
| 5 | Raise the buyer's invoice on the disposal clearing account (Sales) | Clearing account nets to zero; cash is not booked twice |
| 6 | Roll-forward for the period | Disposals column shows 1,200.00 cost and the ledger tie agrees |
Impairment then estimate change then partial disposal
Who: Accountant; Controller
| # | What the person does | What the system does |
|---|---|---|
| 1 | Accountant proposes an impairment: recoverable 700.00 on carrying 900.00 with evidence | Change To approve |
| 2 | Controller approves | Dr 6160 200.00 / Cr 1595 200.00; book value 700.00; 9 rows re-planned to 700.00 |
| 3 | Accountant proposes an estimate change: months left 6 | Change To approve |
| 4 | Controller approves | Posted rows untouched; 6 future rows of about 116.67 summing to 700.00 |
| 5 | Accountant proposes a 50 % disposal (Portion 0.5) sold for 400.00; Controller approves | Half the cost, depreciation and impairment removed; gain or loss against 350.00 book value; asset still Running |
| 6 | Roll-forward | Impairment column and disposals reconcile with the ledger for cost and accumulated depreciation |
Migrate an existing asset with an opening balance, then reconcile
Who: Accountant; Controller; Auditor (view only)
| # | What the person does | What the system does |
|---|---|---|
| 1 | Accountant: New asset, Comes from 'An opening balance', Cost 5,000.00, depreciation already taken 2,000.00 through last month | Draft saved; validation asks for the last month |
| 2 | Controller: Capitalise | No journal; book value 3,000.00; schedule starts this month |
| 3 | Accountant adds a tax book and sets a physical check on the asset: Found | Check listed, books unchanged |
| 4 | Run depreciation for the current month and approve | 83.33 posted; book value 2,916.67 |
| 5 | Auditor (asset.view): Roll-forward and Register | Both readable; Auditor sees no Propose / Approve / New buttons |
| 6 | Compare the register totals with the ledger balances of cost and accumulated depreciation | Roll-forward 'Against the ledger' difference 0.00 once the opening trial balance carries 5,000.00 and 2,000.00 |