Asset Management Menu Navigation
All asset management features are accessible from the Assets menu in AccuArk's main menu bar. Reports are located under the Reports menu in a dedicated Assets sub-menu. This guide lists every menu item, the form it opens, and the permission required.
Main Views
These two screens are the ones you will use most often. The Asset Register is your day-to-day working list, and the Asset Dashboard gives you a high-level overview.
| Menu Path | Form | Description |
|---|---|---|
| Assets > Asset Register | the Asset Register | Master list of all assets with search, filters, and grid display. This is the central hub for browsing, opening, and managing individual asset records. |
| Assets > Asset Dashboard | the Asset Dashboard | Executive summary showing total asset count, total value, charts by location and category, alert panels for overdue maintenance and expiring warranties, and a recent activity feed. |
The Asset Register is typically the first screen you open each day. The Asset Dashboard is best reviewed weekly or during management meetings to monitor portfolio health.
Creating Assets
AccuArk provides two ways to create a new asset record. The manual form is faster for experienced users, while the wizard provides guided validation at each step.
| Menu Path | Form | Description |
|---|---|---|
| Assets > New Asset | the Asset Details screen (create mode) | Opens the full asset detail form in create mode. You fill in all fields on a single screen and click Save. Best for users who are familiar with the required fields and want to enter data quickly. |
| Assets > Acquisition Wizard | the Acquisition Wizard | Opens a guided 5-step wizard that walks you through basic details, costs, depreciation settings, GL accounts, and a final review. Each step validates before allowing you to proceed. Best for new users or complex acquisitions where you want confirmation at each stage. |
Both paths create the same asset record. The wizard simply breaks the process into smaller, validated steps.
Operations
Operations are actions you perform on existing assets. These menu items open forms for transferring, checking out, disposing, and maintaining assets.
| Menu Path | Form | Description |
|---|---|---|
| Assets > Transfer Asset | the Transfer screen | Move an asset from one location to another. Select the asset, choose the destination location, enter a reason, and submit. If the transfer value exceeds the approval threshold, the transfer enters the approval queue instead of completing immediately. |
| Assets > Check Out Asset | the Check Out screen | Check an asset out to an employee for temporary use. Record the employee, expected return date, and checkout notes. When the asset is returned, you record the return on the same form. Overdue checkouts appear as alerts on the dashboard. |
| Assets > Dispose Asset | the Disposal screen | Record the disposal of an asset. Choose the disposal method (sold, scrapped, donated, traded in), enter proceeds if applicable, and provide a reason. The system calculates gain or loss and posts a journal entry to the GL. |
| Assets > Maintenance Event | the Maintenance Event screen | Log a completed or scheduled maintenance event for an asset. Enter the maintenance type, description, cost, vendor (if outsourced), and date. Flag capital improvements to add the cost to the asset's capitalized cost. |
| Assets > Maintenance Calendar | the Maintenance Calendar | View all scheduled and completed maintenance events on a visual calendar. Filter by location, category, or specific asset. Color coding distinguishes completed, upcoming, and overdue events. |
Depreciation
Depreciation is run as a monthly batch process from a single menu item.
| Menu Path | Form | Description |
|---|---|---|
| Assets > Run Depreciation | FrmDepreciationRun | Calculate and post monthly depreciation for all eligible assets. The form shows a preview grid listing every asset, its depreciation method, the calculated amount for the period, and the GL accounts that will be affected. You review the preview and click Confirm to post the journal entries. Assets that are fully depreciated, disposed, or not yet in service are automatically excluded. |
You should run depreciation at the end of each accounting period (typically monthly) before closing the period in the Accounting module.
Administration
Administration screens let you configure how the asset module works, manage categories, run audits, handle approvals, and import data.
| Menu Path | Form | Description |
|---|---|---|
| Assets > Categories | the Category Manager | Create and manage asset categories. Each category can have default values for depreciation method, useful life, salvage value, and GL accounts. When you create an asset in a category, these defaults are pre-populated on the form, saving time and enforcing consistency. |
| Assets > Settings | the Settings screen | Configure module-wide settings including the asset numbering format (prefix, starting number, digit count), approval thresholds for acquisitions, transfers, and disposals, and default behaviors. |
| Assets > Physical Audit | FrmPhysicalAudit | Conduct a physical audit of assets at a specific location. The form loads all assets assigned to the selected location and lets you mark each as verified, missing, or damaged. After completing the audit, a discrepancy report shows any differences between the system records and physical count. |
| Assets > Approval Queue | the Approval Queue | View and process pending approval requests for acquisitions, transfers, and disposals that exceed the configured thresholds. Approve or reject each request with an optional note. Approved items are processed immediately. |
| Assets > Import Assets | the Import screen | Import multiple assets from a CSV file. The import wizard maps CSV columns to asset fields, validates the data, shows a preview of records to be imported, and lets you confirm the import. Errors are displayed per row so you can fix issues in the CSV and re-import. |
Reports
Asset reports are located under the Reports menu in the main menu bar, under the Assets sub-menu. Each report opens as its own form with filters, a data grid, and export options.
| Report Name | Description |
|---|---|
| Asset Register | Complete list of all assets with key details. Filter by location, category, status, and date range. |
| Asset Valuation | Shows capitalized cost, accumulated depreciation, and current book value for each asset. Includes totals by category and grand total. |
| Assets by Employee | Lists all assets assigned to each employee. Useful for onboarding, offboarding, and accountability tracking. |
| Summary by Location | Aggregates asset count and total value by business location. Useful for insurance and budgeting purposes. |
| Depreciation Schedule | Shows the depreciation history for each asset, including each period's expense amount, cumulative depreciation, and remaining book value. |
| Depreciation Forecast | Projects future depreciation expense for the next 12, 24, or 36 months based on current asset records and methods. |
| Fully Depreciated | Lists all assets whose book value has reached salvage value. Useful for identifying assets that may be candidates for disposal or replacement. |
| Transfer History | Chronological list of all asset transfers between locations, including the transferring user, dates, and approval status. |
| Disposal History | Lists all disposed assets with disposal method, proceeds, gain or loss, and disposal date. |
| Maintenance Cost | Summarizes maintenance spending by asset, category, or location over a date range. |
| Maintenance Due | Lists assets with upcoming or overdue scheduled maintenance events. |
| Insurance Coverage | Shows all assets with insurance policies, coverage amounts, premiums, and renewal dates. Highlights policies expiring soon. |
| Lease Payments | Lists all leased assets with lease terms, payment amounts, and upcoming payment dates. |
| Warranty Expiration | Lists assets whose warranty is expiring within a configurable number of days. |
| Audit Discrepancy | Shows results from physical audits including assets marked as missing, damaged, or found in unexpected locations. |
Keyboard Shortcuts
Most asset management screens and reports support the following keyboard shortcuts:
| Shortcut | Action |
|---|---|
| F5 | Refresh the current view or report data |
| Ctrl+P | Open print preview for the current report or grid |
| Ctrl+S | Save the current report or grid to a PDF file |
| Ctrl+E | Export the current report or grid data to a CSV file |
| Escape | Close the current form or dialog |
These shortcuts work consistently across the Asset Register, Asset Dashboard, all report forms, and most operational forms.
What to Read Next
- Introduction to Asset Management — Overview of the module and key concepts
- Using the Asset Dashboard — Detailed guide to the dashboard panels and alerts
- Adding an Asset Manually — Step-by-step guide to the Asset Master form
- Viewing and Searching Assets — How to find assets in the Asset Register