Assets Settings
Configure categories, depreciation policies, alert thresholds, and Finance integration.
Go to Assets > Settings to configure how the module behaves across your organization.
Asset Categories
Create the categories that organize your assets and define their default depreciation behavior.
Go to Settings > Categories > New Category.
Each category has:
- Name — e.g., Hardware, Software License, Vehicle, Furniture, Lease, Other
- Default useful life — Years over which the asset is depreciated
- Default residual value — Percentage of purchase cost remaining at end of useful life (e.g., 10%)
- Default depreciation method — Straight-line, Declining balance, or Custom
- Default GL account — The Finance account used for depreciation posting
Assets inherit category defaults at creation time. You can override any of these on the individual asset record.
Depreciation Schedule
Choose how often depreciation entries are posted to Finance:
- Monthly — Posted on the first of each month
- Quarterly — Posted at the end of each quarter
- Annually — Posted at end of fiscal year
The Next run date is shown on this page so you know when the next batch will post.
Alert Thresholds
Configure when and who gets notified:
Warranty expiry alerts — Set days before expiry (e.g., 90, 60, 30 days). Multiple thresholds can be active simultaneously.
Lease renewal alerts — Same threshold options. Fires before the lease end date.
Maintenance overdue — Fires immediately when a scheduled maintenance date passes without a log entry.
Alert recipients — Route alerts to the asset's assigned employee, the IT manager role, specific users, or a combination.
Finance Integration
Map asset categories to Finance GL accounts for automatic journal entries:
| Account Type | Purpose |
|---|---|
| Asset Account | Balance sheet account for the asset's book value |
| Depreciation Expense Account | Income statement account for periodic depreciation charges |
| Disposal Gain/Loss Account | Account for proceeds above or below book value on disposal |
Each category can have its own account mapping, or all categories can share a default set.
Off-boarding Integration
Control how Assets connects with the People module during employee off-boarding:
- Enable/disable — Toggle automatic asset checklist generation when an employee is terminated in People
- Notify — Choose who receives the return checklist: IT manager, HR, line manager, or all three
Policies
- QR code format — Choose the QR code style for printed labels
- Asset ID format — Auto-generated prefix and numbering pattern (e.g.,
HW-00001) - Duplicate serial number check — Warn or block when a serial number already exists in the registry
Changing a category's depreciation method affects new assets in that category only. Existing assets keep their original schedule unless you manually edit the asset record.