hAIbooks adds Fixed assets in two ways:

  1. Assets where there is no invoice/bill, these may be for example assets you introduce into the business. In hAIbooks these are termed as Transaction assets.

  2. Assets that you intend to purchase but have not yet paid for, where you have a bill. These are termed as Bill assets.

1 Add an asset 

To add a new fixed asset:

  1. Select Accounting from the sidebar menu and then select Fixed Assets from the drop-down menu.

  2. Select Add at the top right of the page and choose either Bill or Transaction, depending on how the asset has been acquired.

1.1 Add a Bill

To create a new fixed asset that you have a bill for:

  1. On your Fixed Assets page click on Add New.

  2. Select Bill from the drop-down menu.

  3. Complete the form details. The mandatory details are Contact, Purchase Date, Due Date, Category, Account and Unit Cost.

  4. If you have more than one asset to add, select Add Item. Note that you can’t add different categories of fixed assets to one fixed asset record - e.g. if you are buying a building and a motor vehicle from the same contact, you need to create two asset records, one for the building and one for the motor vehicle. If you are buying two motor vehicles from one contact, you can include them on the same asset record.

3. Set up the depreciation details for your asset. :

4. Select Save.

1.2 Add a Transaction

To create a fixed asset that you do not have a bill:. 

  1. On your Fixed Assets page click on Add New.

  2. Select Add New and choose Transaction.

3. Set up the depreciation details for this asset:

4. Select Save.

1.3 Add Files that relate to your Asset

You can upload files while you are creating your fixed assets. Select +Attach Files and then Upload to upload from your device.

2.  View an Asset 

To view your assets:

  1. On your Fixed Assets page select the name of the asset you’d like to view . Here you’ll find all the information and files about the asset you chose to view. 

2.1 Asset Overview

The Asset Overview tab lists all the asset and depreciation details. It comes up when you open one of your assets. You can also edit, delete and dispose of your fixed assets here.

2.1.1. Asset Overview for a Bill asset:

When you enter an asset as a bill asset, you’ll see an Add Payment form, which holds the same information as the View Bill page.

2.1.2 Asset Information for a Transaction asset:

3. Edit a Fixed Asset

To edit a fixed asset (either a bill or transaction asset): 

  1. On your Fixed Assets page select the name of the asset you’d like to edit. 

  2. Select the button with three dots and then Edit. You can edit all the details. If you change the Depreciation Details, the system will recalculate the new depreciation values for you.

4. Select Save when finished.

4. Delete a Fixed Asset

To delete a fixed asset:

  1. On your Fixed Assets page select the name of the asset you’d like to delete.

  2. Select the button with three dots and then Delete.

  3. Confirm your action by selecting Delete. All the transactions relating to the fixed asset will be removed.

5. Dispose of a Fixed Asset

Use this feature to dispose of an asset so that the asset will no longer remain on your company books.
 

To dispose of a fixed asset:

  1. On your Fixed Assets page select the name of the asset you’d like to dispose.

  2. Select Dispose then follow the asset disposal instructions. 

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