Asset Settings & Configuration
The Asset Settings screen is where you configure module-wide defaults and behaviors for AccuArk's asset management system. These settings control how asset numbers are generated, what depreciation defaults are applied, whether approval workflows are enabled, and when alerts appear on the dashboard. Configure these settings before adding your first asset to ensure consistent behavior across your organization.
How to Access
Navigate to Assets > Settings from the main menu bar. This opens the the Settings screen form. You must have the Asset Admin permission to access this screen. If you do not see the Settings option under the Assets menu, contact your administrator to verify your role includes this permission.
Asset Numbering
The Asset Numbering section controls how AccuArk automatically generates unique asset numbers when new assets are created. A well-designed numbering format makes assets easy to identify, sort, and locate.
Format String
The numbering format is defined using a string of literal text and tokens enclosed in curly braces. AccuArk replaces each token with its corresponding value when generating a new asset number.
Available tokens:
| Token | Description | Example Output |
|---|---|---|
| {YYYY} | Four-digit year | 2026 |
| {YY} | Two-digit year | 26 |
| {CAT} | Category prefix (set on each asset category) | IT, VEH, FRN |
| {LOC} | Location code/prefix | NYC, CHI, HQ |
| {SEQ:N} | Sequential number padded to N digits | 00001 (for N=5) |
You can combine tokens with any literal text, including dashes, slashes, or other characters. The format string is entered in a text field and takes effect immediately for all newly created assets.
Example Formats
- "AST-{YYYY}-{SEQ:5}" produces: AST-2026-00001, AST-2026-00002, AST-2026-00003, ...
- "{CAT}-{LOC}-{SEQ:4}" produces: IT-NYC-0001, VEH-CHI-0001, FRN-HQ-0001, ...
- "{YYYY}{CAT}{SEQ:4}" produces: 2026IT0001, 2026VEH0001, 2026FRN0001, ...
- "FA-{YY}-{SEQ:6}" produces: FA-26-000001, FA-26-000002, ...
Sequence Reset
If the format includes a year token ({YYYY} or {YY}), you can optionally configure the sequence to reset at the beginning of each calendar year. When enabled, the first asset created in January restarts the sequence at 1 (padded to the specified width). When disabled, the sequence continues incrementing across years without resetting.
For more details on numbering behavior, see Asset Numbering Formats.
Depreciation Defaults
The Depreciation Defaults section provides fallback values that are used when neither the individual asset nor its category specifies depreciation settings. These defaults ensure that every asset has a depreciation method and useful life, even if the user forgets to set them explicitly.
Default Depreciation Method
Select the depreciation method that will be applied to new assets when the asset's category has no default method configured. The available methods are:
- Straight-Line — Equal depreciation each period
- Declining Balance — Accelerated depreciation based on a percentage of remaining book value
- Double Declining Balance — Declining balance at twice the straight-line rate
- Sum of the Years' Digits — Accelerated depreciation using a fraction based on remaining useful life
- Units of Production — Depreciation based on actual usage rather than time
The hierarchy for determining which method is used on a new asset is: Asset-level setting (highest priority) > Category-level default > Module-level default (this setting).
Default Useful Life Months
Enter the default useful life in months. This value is used as a fallback when neither the asset nor its category specifies a useful life. For example, if you set this to 60, new assets without a category-level or asset-level useful life will default to a 5-year depreciation period.
These defaults serve as a safety net. For accurate depreciation, you should always configure appropriate values at the category level for each asset type.
Approval Settings
The Approval Settings section controls whether certain asset operations require manager or administrator approval before they are executed. Approval workflows add a layer of authorization that is especially valuable for high-value assets or sensitive operations.
Approval Toggles
Each of the following actions has an independent enable/disable toggle:
| Action | Setting Name | Description |
|---|---|---|
| Transfers | approval_require_transfer | Require approval before moving an asset between locations |
| Disposals | approval_require_disposal | Require approval before disposing of or retiring an asset |
| Acquisitions | approval_require_acquisition | Require approval before adding a new high-value asset |
| Checkouts | approval_require_checkout | Require approval before temporarily assigning an asset to a person |
When a toggle is enabled, the corresponding action creates a pending approval record instead of executing immediately. The asset remains unchanged until an authorized user approves or rejects the request.
Approval Thresholds
For each action type, you can set a monetary threshold. Actions on assets whose value is below the threshold execute immediately (no approval needed). Actions on assets whose value meets or exceeds the threshold require approval.
For example, if you set the disposal approval threshold to $5,000:
- Disposing of an asset worth $3,000 executes immediately
- Disposing of an asset worth $5,000 or more creates a pending approval
Set the threshold to $0 to require approval for every action of that type, regardless of asset value.
For more details on the approval process, see Approval Workflows.
Alert Settings
The Alert Settings section controls the advance-warning thresholds for various asset-related alerts. These alerts appear on the Asset Dashboard and help you stay ahead of upcoming expirations and overdue maintenance.
Warranty Alert Days
The number of days before a warranty expiration date at which the system begins showing an alert. For example, setting this to 30 means that assets whose warranty expires within the next 30 days will appear in the dashboard's warranty alert panel.
This gives you time to decide whether to extend the warranty, plan for potential repair costs, or schedule a replacement.
Maintenance Alert Days
The number of days before (and after) a scheduled maintenance date at which the system shows an alert. Setting this to 7 means that maintenance events due within the next 7 days — and those that are up to 7 days overdue — appear in the dashboard's maintenance alert panel.
This ensures scheduled maintenance is not missed, even if the responsible person is busy or absent.
Insurance Alert Days
The number of days before an insurance policy expiration date at which the system begins showing an alert. Setting this to 60 means that assets whose insurance expires within the next 60 days will appear in the dashboard's insurance alert panel.
Insurance renewals often require lead time for quotes and approvals, so a longer alert window is typically appropriate.
Saving Changes
Click the Save button to apply all changes. Settings take effect immediately for all users across all locations. There is no need to restart the application or log out and back in. A confirmation message appears when settings are saved successfully.
If you navigate away from the settings form without saving, any unsaved changes are discarded.
Tips and Recommendations
- Configure settings before adding your first asset. The numbering format and depreciation defaults are most valuable when applied consistently from the beginning.
- Use approval workflows for high-value assets. Setting thresholds appropriate to your organization prevents unauthorized disposals and transfers while avoiding approval fatigue on low-value items.
- Set alert thresholds appropriate to your business cycle. A retail business with fast-moving assets may want shorter alert windows (14-30 days), while a manufacturing business with long procurement cycles may need 60-90 days.
- Review settings periodically. As your asset portfolio grows, you may need to adjust thresholds, change the numbering format, or add additional approval requirements.
- Include a year token in your numbering format. Formats that include {YYYY} allow you to sort assets chronologically and quickly identify when an asset was acquired.
- Pad sequences to at least 5 digits. If your organization grows, having room for 99,999 assets per sequence is better than running out of space with a 3-digit format.