A Fixed Asset represents a long-term resource owned by the business (for example equipment, vehicles or IT hardware). This data area captures purchase and disposal details, identification, warranty, the current accounting book value, and all of the depreciation settings - both at the asset level and the defaults inherited from its asset type. It also includes the tenant's fixed-asset register settings that control tax treatment and the gain/loss accounts used on disposal.
Use this area to set up alerts for asset lifecycle, valuation and depreciation consistency - for example draft assets that have never been finalised, assets purchased above a threshold, warranties about to expire, or assets whose settings differ from their asset-type defaults.
The AI will only look back at 12 months' worth of data.
Key Properties:
AssetName: Free-text name/description of the fixed asset (e.g. "Dell Latitude 7440"). Matched with a case-insensitive contains check.
AssetNumber: Reference/asset number assigned to the asset (e.g. "FA-1001"). Free text.
SerialNumber: Manufacturer serial number of the asset. Free text.
AssetStatus: Asset lifecycle status, stored UPPERCASE. Values are "DRAFT" (registered but not finalised), "REGISTERED" (finalised/active) and "DISPOSED". Compare case-insensitively.
PurchaseDate: Date the asset was purchased/acquired. This is the primary period date for this data area - "purchased in period" means PurchaseDate falls within the requested window.
PurchasePrice: Original acquisition cost of the asset.
DisposalDate: Date the asset was disposed of. Only meaningful when the asset has been disposed (AssetStatus "DISPOSED").
DisposalPrice: Sale proceeds received when the asset was disposed. 0 or null if the asset has not been disposed.
WarrantyExpiryDate: Date the asset's warranty expires.
CanRollback: Indicates whether the last depreciation run can be rolled back.
AccountingBookValue: Current net book value (original cost less accumulated depreciation) per the accounting register.
Depreciation (per asset)
DepreciationMethod: Depreciation method applied to the asset (e.g. "Prime Cost", "Diminishing Value"). Free text.
AveragingMethod: Averaging method used for depreciation (e.g. "Full Month", "Actual Days"). Free text.
DepreciationRate: Depreciation rate applied to the asset, expressed as a decimal fraction (e.g. 0.2 = 20%).
DepreciationCalculationMethod: Depreciation calculation method (e.g. "Straight Line", "Declining Balance"). Free text.
EffectiveLifeYears: Effective life of the asset in whole years, used to calculate depreciation.
DepreciationStartDate: Date from which depreciation begins to accrue for this asset.
PriorTotalDepreciationAmount: Total accumulated depreciation posted against the asset in prior periods.
CurrentDepreciationAmount: Depreciation amount for the current period.
CurrentGainLoss: Accounting gain or loss on disposal of the asset. Positive is a gain, negative is a loss.
CurrentCapitalGain: Capital gain realised on disposal of the asset. 0 or null when there is no capital gain.
CostLimit: Depreciable cost limit/cap for the asset (e.g. the car cost limit). Caps the amount that can be depreciated.
ResidualValue: Estimated salvage/residual value of the asset at the end of its effective life.
Settings (tenant-wide register settings)
SettingsAssetStartDate: Date from the tenant's fixed-asset settings on which the register starts (tenant-wide, not specific to this asset).
SettingsLastDepreciationDate: Tenant-wide date depreciation was last posted/run across the whole register (NOT specific to this asset). There is no per-asset depreciation-posting date, so "depreciation not posted last month" must be approximated from this date being before last month.
SettingsOptInForTax: Tenant-wide setting indicating whether the asset register is opted in for tax depreciation tracking.
SettingsGainDisposalAccountName: Name of the chart-of-accounts account used to post gains on disposal (from tenant settings).
SettingsLossDisposalAccountName: Name of the chart-of-accounts account used to post losses on disposal (from tenant settings).
SettingsCapitalGainDisposalAccountName: Name of the chart-of-accounts account used to post capital gains on disposal (from tenant settings).
Asset Type (defaults & policy)
AssetTypeName: Name of the asset type/category this asset belongs to (e.g. "Computer Equipment"). Free text.
AssetTypeLocks: Lock state of the asset type (e.g. "Locked", "Unlocked"), indicating whether the type's depreciation settings can be edited.
AssetTypeDepreciationMethod: Default depreciation method defined on the asset type (e.g. "Diminishing Value"). Free text.
AssetTypeAveragingMethod: Default averaging method defined on the asset type. Free text.
AssetTypeDepreciationRate: Default depreciation rate defined on the asset type, expressed as a decimal fraction (e.g. 0.15 = 15%).
AssetTypeDepreciationCalculationMethod: Default depreciation calculation method defined on the asset type (e.g. "Declining Balance"). Free text.
AssetTypeEffectiveLifeYears: Default effective life in whole years defined on the asset type.
Asset Type Accounts
AssetTypeAccountName: Name of the chart-of-accounts asset (cost) account assigned to this asset type.
AssetTypeDepreciationExpenseAccountName: Name of the chart-of-accounts depreciation expense account assigned to this asset type.
AssetTypeAccumulatedDepreciationAccountName: Name of the chart-of-accounts accumulated depreciation account assigned to this asset type.
📝 Example Alerts
Alert me when a fixed asset still has a status of DRAFT and was purchased more than 30 days ago.
Alert me when a fixed asset is purchased for more than $10,000.
Alert me when an asset's warranty expires within the next 30 days.
Alert me when an asset is disposed of for less than its accounting book value.
Alert me when an asset's depreciation rate does not match its asset type's default rate.
Alert me when an asset has no asset type assigned.