Asset Register

The Asset Register tracks capitalized fixed assets separately from operational records. Use it for acquisition cost, depreciation schedule, current book value, journal postings, and disposals.

Create asset records

• Open Asset Register and use Add asset to create a fixed asset.
• Enter a name, optional category and description, acquisition cost, acquisition date, in-service date, salvage value, and notes. Amounts are recorded in the Workspace base currency.
• Assets can be linked to a vehicle, tool, equipment item, or product in the same Workspace. The linked operational detail page then shows an Asset value card with acquisition cost, accumulated depreciation, and current book value, and can open a prefilled asset form for that record.
• Incoming invoice line items can be allocated into the asset register. The asset form is prefilled with the line name, net amount, invoice date, and bill-source reference.
• The accounting section can override the asset account, accumulated-depreciation account, and depreciation-expense account for one asset. When left empty, Einblick uses the Workspace's default chart roles.
• Statuses are draft, active, disposed, and archived. New records default to active; disposed is set only through the disposal action.

Depreciation schedule

• The detail page shows annual depreciation rows with fiscal year, period, amount, book value after depreciation, and posting status.
• Supported methods are straight-line, declining balance, and immediate / GWG expensing.
• Straight-line and declining-balance assets require a useful life in months. Declining balance also requires a percentage rate.
• The Austrian half-year convention is enabled by default: assets placed in service in the second half of the year receive half of the annual depreciation in the first year. When disabled, the first year is prorated by remaining months.
• Editing acquisition cost, in-service date, depreciation method, useful life, rate, salvage value, or half-year convention regenerates only unposted schedule rows. Posted rows remain intact.

Post and reverse depreciation

• Post due depreciation posts scheduled rows due through the selected cutoff for active assets. The asset detail action posts through today for that asset; the list action can post due rows for all active assets in the Workspace.
• Einblick also runs an annual posting job each January that posts the previous calendar fiscal year's due depreciation for tenants with the Asset Register enabled, then notifies Workspace admins when entries were posted.
• Posting creates automatic journal entries for depreciation expense and accumulated depreciation. If a due period is locked, Einblick uses the first open accounting date that still falls within the posting cutoff.
• Posted rows update accumulated depreciation and book value on the asset.
• Unpost reverses the related journal entry and recalculates the asset totals. Disposed asset depreciation cannot be unposted from the asset page.

Dispose, archive, or delete

• Dispose asset records a disposal date and type (sold, scrapped, or other), writes off the remaining book value, removes unposted future schedule rows, and sets book value to zero.
• Disposal proceeds are informational in the asset register. Invoice or book proceeds separately when money changes hands.
• Assets with posted depreciation cannot be archived or deleted; dispose them instead.
• Draft or active assets without posted depreciation can be archived or deleted, depending on the user's role permissions.
• Creating, updating, disposing, archiving, and deleting assets is recorded in Workspace activity and links back to the asset when the record still exists.

Best practices

• Link asset records to the operational item they capitalize so teams can see book value from vehicle, tool, equipment, or product details.
• Review the generated schedule before posting depreciation.
• Use disposal instead of deletion once depreciation has been posted.