Fixed assets are tangible property owned by a business, such as buildings, machinery, furniture, vehicles, and equipment. To be considered a fixed asset, property must:
The acquisition cost of a fixed asset is recovered over its economic life through depreciation, rather than as an expense during a single accounting period.
Before you can enter any transaction related to a fixed asset, the fixed asset itself must be created in Manager. If the Fixed Assets tab has not already been enabled, click Customizebelow the left navigation pane. Check the box for Fixed Assets and click Update below the list:
When the tab is enabled, four accounts are automatically activated in your chart of accounts:
These accounts cannot be disabled while the Fixed Assets tab is enabled, but they can be renamed under Settings Chart of Accounts.
Return to the left navigation pane, click Fixed Assets, then New Fixed Asset:
Complete the entry:
Item codeis an optional alphabetic or numeric designation for the fixed asset.
Item nameis the name that will appear for the fixed asset in reports and lists.
Depreciation rateis the notional annual percentage depreciation rate for the asset. This rate will be used by the Depreciation Calculation Worksheet in the Reports tab to calculate a daily depreciation rate, which will be used in calculations.
Descriptionaccepts detailed information about the fixed asset.
Control account — acquisition costfield appears only when a custom control account made up of fixed assets exists. Otherwise, the asset is assigned to the Fixed assets, at cost control account by default.
Control account — Accumulated depreciationfield appears whenever a custom control account for fixed asset depreciation exists. Otherwise, the asset’s depreciation will be posted to Fixed assets, accumulated depreciation.
Starting balancefields appear for Acquisition cost and Accumulated depreciation as of the start date.
Custom depreciation expense accountbox is checked, a dropdown field appears that allows you to select any regular expense account for posting current depreciation expenses for the asset. If nothing else is selected, current depreciation for the asset will be posted to Fixed assets - depreciation.
Disposed fixed assetcheckbox and related fields.
Brilliant Industries is adding a packaging machine in its factory. The machine has an expected life of 10 years and will be depreciated using a straight-line method, so a fixed asset is created:
The fixed asset will show under the Fixed Assets tab with no book value:
To this point, you have not recorded the purchase of the fixed asset. You have only set it up in Manager. Now you can record financial transactions related to the fixed asset.
Purchase of the fixed asset can be recorded under following tabs:
When recording the purchase of a fixed asset under any of these tabs, post the amount spent to the Fixed assets account (or the custom control account you created for the purpose) and the subaccount for the fixed asset you have purchased.
If you purchase the fixed asset using a loan, you should also create a liability account in your chart of accounts with a name something like Loan before you record the purchase transaction. Then record the journal entry as a debit to the Fixed assets or other control account for the purchase cost and a credit to the Loan account of the same amount. Loan repayments must be posted to the Loan account. They have nothing to do with purchase cost, depreciation, or book value of the fixed asset.
Brilliant Industries purchases its packaging machine on credit from the manufacturer, entering the 10,500 cost with a journal entry. The purchase cost now shows in the Fixed Assets tab register:
The purchase cost of the fixed asset will be combined with any other fixed assets’ costs and displayed under the Assets category on the Summary page: