Adding an Asset Manually
The Asset Master form is the primary screen for creating and editing asset records in AccuArk. When opened in create mode, it presents all the fields you need to register a new asset on a single screen. This guide walks through every section of the form, explains which fields are required, and provides tips for efficient data entry.
How to Access
Navigate to Assets > New Asset from the main menu bar. This opens the Asset Master form in create mode with all fields empty and ready for input.
Required Permission: Create Assets. Users without this permission will not see the New Asset menu item.
Required Fields
Three fields must be filled in before you can save a new asset record:
| Field | Description |
|---|---|
| Asset Name | A descriptive name for the asset. This is the primary identifier you will see in the Asset Register, reports, and search results. Choose a name that is specific enough to distinguish this asset from similar ones (for example, "Dell Latitude 5540 - Marketing" rather than just "Laptop"). |
| Category | A dropdown listing all asset categories configured in the Asset Category Manager. Selecting a category pre-populates the depreciation settings and GL accounts with the category defaults, saving you from entering them manually. If no categories have been created yet, you will need to set one up first under Assets > Categories. |
| Location | A dropdown listing all business locations you have access to. The asset will be assigned to this location for tracking, reporting, and location-based security. Only locations from your user_location_access list appear in the dropdown. |
All three fields are validated when you click Save. If any are empty, the form displays a validation message and highlights the missing field.
Cost Fields Section
The cost fields section captures every cost component that makes up the asset's total capitalized cost. The system automatically calculates the total as you enter values.
| Field | Description |
|---|---|
| Purchase Cost | The price you paid for the asset itself. This is the base cost before any additional charges. Enter the amount in your local currency. |
| Shipping Cost | Freight, delivery, or transportation charges incurred to receive the asset. Enter zero if the asset was picked up or shipping was included in the purchase price. |
| Installation Cost | Professional setup, assembly, or installation fees. This includes any labor costs required to get the asset into working condition at your facility. Enter zero if no installation was needed. |
| Other Capitalized Cost | Any other costs that should be capitalized as part of the asset value. Examples include permits, initial testing, calibration, custom modifications, or site preparation. Enter zero if there are no additional costs. |
| Total Capitalized Cost | This is a calculated, read-only field that displays the sum of the four cost fields above. It updates automatically as you type in any of the individual cost fields. This total becomes the basis for all depreciation calculations. |
All cost fields accept decimal values and default to zero. You can tab between fields to enter values quickly.
Example
Suppose you purchase a commercial refrigerator for $3,500, pay $250 for delivery, $400 for professional installation, and $150 for an electrical outlet upgrade. The total capitalized cost would be:
$3,500 + $250 + $400 + $150 = $4,300
This $4,300 is the amount that appears in your asset register and is used as the starting point for depreciation.
Depreciation Section
The depreciation section defines how the asset's cost will be allocated over its useful life. If the asset's category has default depreciation settings, these fields are pre-populated when you select the category. You can override them for individual assets.
| Field | Description |
|---|---|
| Method | A dropdown with five depreciation methods: Straight-Line, Declining Balance, Double Declining Balance, Sum-of-Years-Digits, and Units of Production. Straight-Line is the most common and distributes the cost evenly across the useful life. Declining Balance and Double Declining allocate more expense in the early years. Sum-of-Years-Digits is another accelerated method. Units of Production bases the expense on actual usage rather than time. |
| Useful Life (Months) | The expected number of months the asset will be in service. For example, enter 60 for a 5-year useful life or 120 for 10 years. This value determines how many periods the depreciation is spread across. |
| Salvage Value | The estimated value of the asset at the end of its useful life. This amount is subtracted from the capitalized cost to determine the depreciable base. For example, if the capitalized cost is $4,300 and the salvage value is $300, the depreciable base is $4,000. Enter zero if the asset will have no residual value. |
When you select a category that has defaults configured, the method, useful life, and salvage value fields auto-fill. You can still change them if this particular asset differs from the category norm.
Optional Fields
The following fields are not required for saving but provide valuable tracking and reporting data. Filling them in gives you a more complete asset record.
| Field | Description |
|---|---|
| Assigned Employee | A dropdown listing employees at the selected location. Assign the asset to the employee who is primarily responsible for it. This information appears on the Assets by Employee report and is useful for accountability tracking during onboarding and offboarding. |
| Department | A text field for the department or business unit that uses the asset. Useful for cost allocation and departmental reporting. |
| Zone | A text field for the physical zone, room, or area within the location where the asset resides. Useful for physical audit planning. |
| Serial Number | The manufacturer's serial number. This is critical for warranty claims, vendor support, and uniquely identifying the asset during physical audits. |
| Manufacturer | The name of the company that manufactured the asset. Useful for filtering and reporting by brand. |
| Model | The model name or number. Combined with the manufacturer, this uniquely identifies the asset's make and model for parts ordering and support. |
| Warranty End Date | The date the manufacturer's or extended warranty expires. Assets with warranty dates approaching expiration appear in the dashboard alerts panel and the Warranty Expiration report. |
| Barcode | A barcode value for the asset. This can be the manufacturer's barcode or a custom barcode you generate using AccuArk's barcode printing feature. Barcodes enable fast asset lookup during physical audits using a barcode scanner. |
GL Accounts Tab
The GL Accounts tab contains three account fields that control how asset transactions are posted to the general ledger. If the asset's category has GL account defaults configured, these fields are pre-populated when you select the category.
| Field | Description |
|---|---|
| Asset Account | The general ledger account where the asset's capitalized cost is recorded. This is typically a fixed asset account under the Assets section of your chart of accounts (for example, "1500 - Equipment" or "1520 - Vehicles"). When the asset is created, the capitalized cost is debited to this account. |
| Accumulated Depreciation Account | The contra-asset account where depreciation accumulates over time. Each time depreciation runs, this account is credited. It offsets the asset account to show the net book value. This is typically an account like "1510 - Accumulated Depreciation - Equipment". |
| Depreciation Expense Account | The expense account where each period's depreciation expense is recorded. Each time depreciation runs, this account is debited. This is typically an account under Operating Expenses like "6100 - Depreciation Expense". |
Setting up GL account defaults on your asset categories is strongly recommended. This ensures consistency across all assets in a category and prevents GL posting errors from incorrect account selection.
Asset Number
When you save a new asset, the system automatically generates an asset number based on the format configured in Assets > Settings. The default format uses a prefix (such as AST-) followed by a zero-padded sequential number (such as AST-00001, AST-00002, and so on).
If manual override is enabled in settings, an Asset Number field appears on the form and you can type a custom number instead of using the auto-generated one. If manual override is disabled, the asset number is assigned automatically and the field is read-only.
Asset numbers are unique across the entire system. The system prevents duplicate numbers regardless of whether they are auto-generated or manually entered.
Saving the Asset
After filling in the required fields and any optional fields you want to populate, click the Save button on the toolbar. The system performs the following actions:
- Validates all required fields and displays messages for any missing data
- Generates the asset number (if auto-numbering is enabled)
- Saves the asset record to the database
- Logs a "created" event in the asset activity log with the current user and timestamp
- Switches the form from create mode to edit mode so you can continue making changes
After saving, the asset immediately appears in the Asset Register and is included in dashboard counts and report data.
Approval Workflow
If your organization has configured an acquisition approval threshold in Assets > Settings, the save process may differ depending on the asset's capitalized cost. When the total capitalized cost exceeds the threshold:
- The asset is saved with a pending approval status
- An entry is added to the approval queue (visible in Assets > Approval Queue)
- The asset does not appear in the active asset count until approved
- A manager with the Approve Assets permission must approve or reject the acquisition
If no approval threshold is configured, or the capitalized cost is below the threshold, the asset is created immediately in active status.
Tips for Efficient Data Entry
- Set up categories with defaults first. Before adding assets, configure your asset categories with default depreciation methods, useful life, salvage values, and GL accounts. This eliminates repetitive data entry and ensures consistency.
- Use the tab key to move between fields. The form is designed for keyboard-driven data entry. Tab moves forward through fields in a logical order.
- Enter serial numbers immediately. Serial numbers are the most reliable way to identify a specific asset during physical audits and warranty claims. Enter them at the time of asset creation while the packaging and documentation are still available.
- Do not leave the warranty date blank. If the asset has a warranty, always enter the end date. The dashboard alerts and Warranty Expiration report depend on this field to notify you before warranties expire.
- Consider the Acquisition Wizard for complex assets. If you are entering a high-value asset with multiple cost components and want validation at each step, use the Acquisition Wizard instead. Both methods produce the same result.
What to Read Next
- Asset Acquisition Wizard — Guided 5-step asset creation with validation
- Viewing and Searching Assets — How to find and open assets in the Asset Register
- Asset Management Menu Navigation — Find every feature in the menu system
- Introduction to Asset Management — Overview of the module and key concepts