Asset Register & Valuation Reports
This guide covers the four financial asset reports that provide a snapshot of your asset inventory, values, assignments, and distribution across locations. These reports are the foundation for understanding what you own, what it is worth, and where it is.
Asset Register Report
The Asset Register Report provides a complete listing of all assets in your system with their key financial details. This is the most frequently used asset report and serves as the primary reference for your full asset inventory.
Purpose
The Asset Register gives you a single view of every asset with its current financial standing. It shows the original capitalized cost, how much depreciation has been recorded, and the remaining book value. This report is the starting point for most asset-related inquiries.
Columns
| Column | Description |
|---|---|
| Asset # | The unique asset identification number |
| Name | The descriptive name of the asset |
| Category | The asset category (e.g., Furniture, Vehicles, IT Equipment) |
| Location | The current location where the asset is assigned |
| Status | The current status of the asset (Active, Inactive, Disposed) |
| Purchase Cost | The total capitalized cost of the asset, including any additional costs added during acquisition |
| Accumulated Depreciation | The total depreciation recorded against the asset to date |
| Book Value | The current book value, calculated as Purchase Cost minus Accumulated Depreciation |
| Assigned Employee | The employee currently assigned to the asset, if any |
Filters
- Location — Select a specific location or All Locations to control which assets appear in the report.
- Date Range — The From and To dates filter assets based on their acquisition date. Only assets acquired within the selected date range are included.
Common Use Cases
- Full asset inventory — Run the report with All Locations and a wide date range to get a complete list of every asset in the system.
- Insurance documentation — Provide a full register to your insurance company when updating coverage or filing claims.
- Auditor requests — Auditors frequently request a complete asset register as part of financial audits. Export to PDF for a formal document or CSV for detailed analysis.
Asset Valuation Report
The Asset Valuation Report focuses on the financial value of your assets with an emphasis on depreciation analysis. It adds the percentage depreciated column, which tells you how far through its useful life each asset has progressed.
Purpose
This report helps you understand the aging of your asset base. Assets with a high percentage depreciated are nearing the end of their useful life and may need replacement planning. The report groups data by category and location, making it easy to see which areas of your business have the oldest or newest assets.
Columns
| Column | Description |
|---|---|
| Asset # | The unique asset identification number |
| Name | The descriptive name of the asset |
| Category | The asset category |
| Total Cost | The total capitalized cost of the asset |
| Salvage Value | The estimated residual value at the end of the asset's useful life |
| Accumulated Depreciation | The total depreciation recorded to date |
| Book Value | Current book value (Total Cost minus Accumulated Depreciation) |
| % Depreciated | The percentage of the depreciable base that has been consumed, calculated as (Accumulated Depreciation / (Total Cost - Salvage Value)) x 100 |
Filters
- Location — Filter by a specific location or view All Locations.
- Date Range — Filter assets by acquisition date.
Common Use Cases
- Balance sheet support — Use the Book Value column to verify asset values reported on the balance sheet.
- Replacement planning — Sort by % Depreciated (descending) to identify assets closest to being fully depreciated and prioritize them for replacement budgeting.
- Understanding asset aging — Review the percentage depreciated across categories to see which asset types are aging fastest and may require capital investment soon.
Assets by Employee Report
The Assets by Employee Report shows which assets are assigned to each employee. This is an accountability report that helps you track who has what.
Purpose
When assets are checked out or assigned to employees, this report gives you a clear picture of those assignments. It is particularly useful for equipment tracking, ensuring accountability, and preparing for employee transitions.
Columns
| Column | Description |
|---|---|
| Employee Name | The name of the employee the asset is assigned to |
| Asset # | The unique asset identification number |
| Name | The descriptive name of the asset |
| Category | The asset category |
| Location | The location where the asset is assigned |
| Status | The current status of the asset |
| Total Cost | The total capitalized cost of the asset |
Filters
- Location — Filter by a specific location or All Locations.
- Date Range — Filter by the date the asset was assigned to the employee.
Common Use Cases
- Employee accountability — Run this report for a specific location to see which employees have assets checked out and verify the assignments are current.
- Equipment tracking — Filter by category (if your categories include laptops, phones, vehicles, etc.) to track equipment distribution across your workforce.
- Termination checklists — When an employee leaves, run this report filtered to that employee's location to generate a list of all assets that need to be returned or reassigned.
Summary by Location Report
The Summary by Location Report aggregates asset data at the location level, providing counts and total values rather than individual asset details.
Purpose
This report gives you a high-level view of how assets are distributed across your locations. Instead of listing individual assets, it groups them by location and category, showing the count of assets and the sum of their cost, depreciation, and book value.
Columns
| Column | Description |
|---|---|
| Location | The name of the location |
| Category | The asset category within that location |
| Asset Count | The number of assets in that location and category |
| Total Cost | The sum of all purchase costs for assets in that group |
| Total Depreciation | The sum of all accumulated depreciation for assets in that group |
| Total Book Value | The sum of all book values for assets in that group (Total Cost minus Total Depreciation) |
Filters
- Location — Select a specific location to see only that location's summary, or All Locations for a full comparison.
- Date Range — Filter by asset acquisition date.
Common Use Cases
- Location comparison — Compare asset counts and values across locations to identify which locations are over- or under-equipped.
- Budget allocation — Use the total cost and book value data to inform capital budget decisions for each location.
- Insurance coverage planning — Review total asset values per location to ensure each location has adequate insurance coverage.
What to Read Next
- Asset Reports Overview — Summary of all available reports and common features
- Depreciation & Fully Depreciated Reports — Detailed depreciation reporting
- Operations Reports — Transfer, disposal, and maintenance reports
- Asset Permissions & Role Setup — Permission requirements for reports