Saasu has the building blocks of an asset register for managing fixed assets. The following highlights ways you can use Saasu to manage your assets.
Generally, fixed assets would be bundled into their appropriate groupings. These may be determined by their depreciation method, asset type, or some other procedural method you have in your business.
Here is an example of two accounts created to represent a Fixed Asset grouping:
- Asset: Computers.
- Asset: Computers Accum. Depr.
For example, if a computer has been owned for a year and depreciated 33%, the account balances would look like this:
- Asset: Computers $999
- Asset: Computers Accum. Depr. -$333
Depending on your accounting policy, each month, quarter, or year you would depreciate the assets and put the written down portion to an expense account (eg Expense:Depreciation).
Classify Fixed Assets
To help track the transaction(s) that relate to fixed assets, you can create a tag called FixedAssets and apply it to any purchase you enter. Then, when you run reports or lists of transactions, you can filter these according to this FixedAssets tag. Another useful tag might be one that denotes which depreciation schedule the asset belongs to (eg DS1 might represent Depreciation Schedule 1 - Computers).
Fixed Asset Documentation
A simple task like scanning your warranties and licenses and adding them as attachments to your Fixed Asset purchase transactions can be very helpful. You may need this for compliance reasons or simply for the convenience of being able to go back and refer to them for claims or licensing information. For example, if you buy a computer you might scan the warranty, product key details, and the shipping slip which has the breakdown of components.
Tracking Fixed Asset Events
You can use activities to capture important information and events that relate to the asset over its life cycle:
- Initial depreciation rate you plan to apply as determined by your adviser or regulatory authority.
- Capture information about maintenance events.
- Capture serial numbers or licenses for upgrades.
- Refer to other transactions that relate to this asset (eg capital improvements).
An increase in the price or value of assets can be captured by booking a journal entry based on how your advisor would like to account for the increase in value. Capital appreciation can be passive and therefore is different to a capital gain which is the profit achieved by selling an asset. Capital appreciation may or may not be booked in your financials. It depends on your situation, tax zone and advice received. Generally if booking a revaluation of the asset it is then "recognised" but not "realised". Once the asset is sold, the appreciation since the date of initially buying the asset becomes a "realised" gain.