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 Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu.
  2. Select Add 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. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu.
  2. Select Add and choose Bill.
  3. Complete the form details. The mandatory details are Contact, Purchase Date, Due Date and Category.
  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. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu.
  2. Select Add 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.

 adds a file you have already uploaded to hAIbooks. 

uploads files from an external device.

2.  View an Asset 

To view your assets:

  1. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu. 
  2. Select the name of the asset you’d like to view from the Description column. Here you’ll find all the information and files about the asset you chose to view. 

Please note: Only the Bill view page includes a 

 tab.

2.1 Asset Information

The Asset Information tab lists all the asset and depreciation details. You can also edit, delete and dispose of your fixed assets here.

2.1.1. Asset Information 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. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu. 
  2. Select the name of the asset you’d like to view from the Description column. 
  3. Select Edit on the Asset Information tab. 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.

4. Delete a Fixed Asset

To delete a fixed asset:

  1. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu. 
  2. Select the name of the asset you’d like to view from the Description column. 
  3. Select Delete on the Asset Information tab. 

4. 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. Select Accounts from the sidebar menu and then select Fixed Assets from the drop-down menu. 
  2. Select the name of the asset you’d like to view from the Description column. 
  3. Select Dispose then follow the asset disposal instructions. 
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