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Add or edit an asset

Add an asset with only its name, then its details, where it is and who has it, money and depreciation. Change its status, or record it as sold or disposed of.

2 min readLast updated

Applies to: Assets & Plant · Administrator, Safety officer (HSEQ), Project or site manager

On this page

Only the name is needed to add an asset. Add photos, documents, registration and insurance, and servicing on the asset's page afterwards.

How to add an asset

  1. Step 1: Open Assets and select Add an asset.
  2. Step 2: Enter its Name. The Asset number is filled in for you (A-0001 and so on); type another if you like. Each number can only be used once.
  3. Step 3: Add what you know: category, make, model, serial number or VIN, rego plate, tags, a photo.
  4. Step 4: Under Where it is and who has it, choose the site (builders' site managers must choose one of their sites) or type a location, and who it's assigned to.
  5. Step 5: If it has an hour meter or odometer, choose the unit under Meter and enter the Current reading.
  6. Step 6: Under Money, add the purchase date, price and supplier, the replacement cost, when the warranty ends, and your own estimate of its current value.
  7. Step 7: Select Add to the register.

Edit an asset

  1. Step 1: Open the asset and select Edit.
  2. Step 2: Change what you need, including Status (In service, Out of service, In repair, Sold, Lost or Disposed).
  3. Step 3: Select Save changes.

Sold or disposed of

Open Sold or disposed of on the edit form to record the date, the amount received and a note, and set the status to Sold, Lost or Disposed too. The asset then leaves the totals and reminders, and its history is kept. Assets can't be deleted.

Money and depreciation

  • Current value is your own estimate, not a valuation.
  • Choose a Method (straight line or diminishing value) with a useful life, rate or residual value for an indicative book value by financial year (1 July to 30 June), shown under Book value (indicative) on the asset's page.
  • This isn't tax or accounting advice: ask your accountant for the figures you report.

Common questions

  • That asset number is taken. Each number is used once in your organisation. Leave it as suggested or type another.
  • Can I change the automatic numbers? An administrator sets the prefix in Asset register settings.
  • The meter reading was refused. A reading can't go down: the message shows the last one.
Add an asset
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