Fixed asset reports

Fixed asset reports

What you can do

Usystems provides several built-in views and reports to help you track the status of your fixed assets, monitor depreciation, and reconcile posted entries in the general ledger. These reports show you at a glance which assets you own, their current net book value, and a complete history of all transactions (acquisitions, cost additions, depreciation, revaluations, and disposals).

Before you start

• You have permission to view fixed assets and reports (typically granted to accounting, finance, or administrative staff).
• Your fixed assets have been registered in Usystems (see Registering a fixed asset for details).
• You understand the basic accounting concepts: acquisition cost, accumulated depreciation, net book value, and depreciation expense (see the Fixed Assets section of your help center for more background).

The main fixed asset views

Asset Register

The Asset Register is a complete list of all your fixed assets.

Go to Fixed Assets → Asset Register (or Accounts → Fixed Assets).

Open in Usystems

For each asset you will see:

• Asset Name and Code — The asset's identifier and description.
• Category — The asset category (e.g., Vehicles, IT Equipment, Furniture), which determines depreciation rules.
• Acquisition Cost — The original capitalized cost.
• Accumulated Depreciation — The total depreciation posted to date (deducted from the acquisition cost).
• Net Book Value — The current value on your balance sheet (acquisition cost minus accumulated depreciation). This is the amount that appears in your Fixed Assets account in the chart of accounts.
• Status — Whether the asset is Active, Draft, Disposed, or Written Off.
• Acquisition Date — When you acquired or registered the asset.

Click on any asset to view its details page, which shows:

• A summary of the asset and its accounting status.
• An Events ledger listing every transaction affecting that asset (acquisition, additional costs, depreciation, revaluation, disposal).
• A Depreciation Schedule forecasting future depreciation periods and the net book value at the end of each period.

Depreciation Schedule

When you open an asset's details page, the Depreciation Schedule shows you when and how much depreciation will be recorded in future months.

For each scheduled period you see:

• Period — The month and year (e.g., July 2026).
• Depreciation Amount — The monthly depreciation expense for that month.
• Accumulated Depreciation — The total depreciation at the end of that period.
• Net Book Value — The asset's value after depreciation is applied.

The schedule runs from the depreciation start date until the accumulated depreciation reaches the asset's depreciable base (acquisition cost minus salvage value), at which point depreciation stops.

Asset Events Ledger

The Events ledger on an asset's details page is a complete, chronological record of all transactions affecting that asset.

Each event shows:

• Date — When the event occurred.
• Event Type — Acquisition, Cost (additional capitalized costs), Depreciation, Revaluation, or Disposal.
• Amount — The amount posted for that event (positive or negative).
• Journal Reference — A link to the general ledger entry created by this event (if posted).

This ledger helps you verify that each action (registering an asset, adding a cost, depreciating) is correctly reflected in the general ledger.

Understanding net book value

Net Book Value is what an asset is worth on your balance sheet at any point in time. It is calculated as:

Net Book Value = Acquisition Cost + Additional Capitalized Costs − Accumulated Depreciation − Disposal Amounts

For example:

• You purchase equipment for 10,000 AFN (Acquisition Cost).
• Six months later, you add 2,000 AFN in installation costs (capitalized).
• By now, you have recorded 500 AFN in depreciation.
• Net Book Value = 10,000 + 2,000 − 500 = 11,500 AFN.

This 11,500 AFN is the amount shown in your Fixed Assets account on the balance sheet.

Accounting impact

Every transaction recorded in fixed assets (acquisition, cost addition, depreciation, revaluation, disposal) automatically posts to the general ledger. You can verify these postings by:

1. Viewing the Events ledger on an asset's details page and clicking the Journal Reference link.
2. Opening the Chart of Accounts and reviewing the Fixed Assets, Accumulated Depreciation, and Depreciation Expense accounts.
3. Running a General Ledger report filtered by date range or account to confirm all postings are balanced.

The system ensures that every entry is balanced: every debit has a matching credit, so your trial balance and financial statements remain accurate.

Tips & common mistakes

• Review the Events ledger regularly. After you post depreciation, add costs, or dispose of an asset, check the Events ledger to ensure the correct amount and date were recorded.
• Check the depreciation schedule before quarter-end. The Depreciation Schedule shows you which periods have been depreciated and which remain. If you see gaps, you may need to run depreciation for missing months.
• Do not assume Draft assets are invisible. Assets in Draft status do not appear in the Asset Register report and do not accrue depreciation. If an asset should be depreciating, ensure its status is Active, not Draft.
• Reconcile net book value with your balance sheet. The sum of all asset Net Book Values should match your Fixed Assets account balance on your balance sheet. If there is a discrepancy, check the Events ledger for missing or incorrect postings.