Asset models

Overview

An asset model is a type of asset (Computer, Vehicle, Projector, Air conditioner), not a specific unit. You define it once and every asset of that type inherits its configuration: the depreciation method, the useful life, the residual value, the fields that describe the asset and the Accounting account codes.

The asset model is the single classifier in ActivoHQ. It replaces the old Asset categories: the category was merged into the model, so today one record holds both the Accounting classification and the type definition. If your company used categories, the data was preserved and is now managed from this screen.

Asset administrators and the Accounting team use this screen to prepare the catalog before Assets are registered.

How to get there

Master > Asset Models

Direct URL: /master/asset-models

Key concepts

How to use it

Create an asset model

1. Click New in the top bar. The model record opens.
2. In the Identification section, fill in:
   • Name (required): the asset type, for example Computer, Vehicle or Projector.
   • Manufacturer (required): pick the brand from the drop-down.
   • Model Number (optional): the type's internal reference code.
   • Notes (optional): a rich text editor; it accepts bold, lists and links.
   • Image (optional): click Image to upload a representative photo of the type. PNG, GIF, JPG and WebP are accepted. To take it off, click Remove.
3. Under Depreciation, set the Method, the Useful Life (months), the Residual Value % and, if it applies, tick Half-year convention.
4. Under Fields for this type, choose the Field template. Below the field, the preview These Assets will have: lists the fields that will appear on each asset.
5. Under Accounting Integration, if you use the CifraHQ integration, enter the Asset Account Code, the Accum. Depreciation Account Code and the Depreciation Expense Account Code.
6. Under Behavior, tick whatever applies:
   • Require serial number: every unit of this type must have a unique serial number.
   • Users may request this model: enables the type in request self-service.
   • Require acceptance (EULA) at checkout: shows the EULA text the user must accept.
   • Minimum quantity alert: the number of available units at which an email alert is sent.
   • Active: inactive types stay on existing Assets but cannot be chosen for new ones.
7. Click Save.

Edit a model

1. In the table, click the model's Name.
2. The record opens with four tabs:
   • Edit - every field described above.
   • Assets - the Assets using this model, with Code, Name, Status and Availability.
   • Depreciation - a sample projection on a cost of $10,000: monthly charge and the book value curve across the useful life, down to the residual value.
   • History - recorded changes to the model.
3. Change what you need and click Save.

Clone a model

Right-click the row and choose Clone. A copy is created with the same configuration, ready for you to adjust the name. It needs the clone permission.

Delete or deactivate a model

1. Right-click the row and choose Delete; confirm the operation.
2. If the model already has Assets, the system does not delete it: it Reports that the model has Assets and cannot be deleted, and offers Deactivate it now?. Accept, and the model stops appearing as an option on new Assets while keeping its history.

Import models from a CSV file

1. Click Import in the top bar (or go to /master/asset-models/import).

2. Prepare a CSV file with a header row and the recognized columns:

   Name, ModelNumber, Manufacturer, DepreciationMethod, UsefulLifeMonths, ResidualValuePercent, RequireSerialNumber, UsersMayRequest, MinimumQuantityAlert

3. Click Choose CSV file and select the file.

4. When it finishes, the Result shows how many records were created, updated and failed, plus the Errors detail if there were any.

Import rules:

• Models are identified by Name + Model Number: if they already exist they are updated; if not, they are created.
• Manufacturers that do not exist are created automatically.
• An unknown depreciation method fails that row; the remaining rows carry on processing.

Fields

Table columns

Permissions

Administrators hold every permission. Users without the view permission see Access denied. Your administrator assigns permissions under Settings > Users.

Notes

• Categories no longer exist as a separate catalog. All classification, including the Accounting accounts, lives on the asset model.
• Custom fields are defined on the model, not on the asset. To add a field to a type, edit the matching field template under Master > Custom fieldsets and assign it to the model.
• An asset's manufacturer can differ from the model's: the model supplies the default and each asset can adjust it.
• Switching the active company: changing company reloads the table with the selected company's models.
• The Depreciation tab projection is illustrative (a $10,000 basis) and does not affect real Assets.

Troubleshooting

Related

• Custom fieldsets
• Manufacturers
• Depreciation methods
• Asset register
• Asset requests