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Asset register

Asset register

Overview

The asset register is the master list of every fixed asset recorded in ActivoHQ for the active company. It lets accountants and asset administrators view, search, filter, export and start managing each asset from a single place. It is the starting screen for any fixed asset operation: creating, importing, deleting and navigating to each asset's detail.

How to get there

In the main navigation menu, click Assets. The direct URL is /Assets.

Key concepts

Term Definition
Asset code The asset's unique alphanumeric identifier. It is generated automatically if you leave it blank when creating the asset.
Custodian The person or area responsible for the asset's physical custody within the organization.
Availability Whether the asset is available to be assigned, or is currently checked out to an employee.
Status The asset's life-cycle stage: Draft, Active, Fully Depreciated, Disposed or Retired.
Type (asset model) The asset's single classifier. It defines its depreciation, its fields and its Accounting accounts. It replaces the old categories.
Accum. Depreciation Total depreciation recorded from the acquisition date to the last processed depreciation run.
Net Book Value Acquisition cost less accumulated depreciation. Also known as NBV.
RFID EPC The radio-frequency identification code (Electronic Product Code) assigned to the asset's RFID transponder.
Active company The company selected in the company selector in the top bar. Every list and export belongs to the active company.

How to use it

View and open an asset

  1. Select the active company in the company selector in the top bar (if you manage several Companies).
  2. The table loads automatically with every asset of the active company, sorted by Code ascending.
  3. Click the value in the Code column to open the asset's detail.

Search for Assets

  1. Use the search field in the table header to search by Code, Name or RFID EPC.
  2. To filter by other columns, click the filter icon in each column header.
  3. When filters are active, an indicator appears with the resulting record count and a Clear filters button to restore the full view.

Create a new asset

  1. Click New (top right).
  2. The system takes you to the asset creation form at /Assets/new.

Import Assets from a file

  1. Click Import.
  2. The system takes you to the import wizard at /Assets/import, where you can upload an Excel (.xlsx) or CSV file of Assets to register.

Import a supplier e-invoice

  1. Click Import e-invoice.
  2. Upload the DGI electronic invoice XML received from the supplier, tick the lines that are fixed Assets, and assign each one its asset model.
  3. The ticked lines become Assets with Draft status. The full procedure is in Importing a supplier e-invoice.

Print labels

  1. Tick the checkboxes of the Assets whose labels you want to print.
  2. Click Print Labels (N) in the top bar.
  3. A printable document is generated with each selected asset's label, including its QR code so it can be scanned from a phone or any code reader.

If no Assets are selected, the system warns you that you must select at least one.

Export the list

  1. Make sure an active company is selected. Without one, the system shows the notice "Select a company first."
  2. Click the Export drop-down.
  3. Choose one of the available options:
    • Export to Excel - downloads an .xlsx file named Assets-YYYYMMDD-HHmm.xlsx.
    • Export to CSV - downloads a .csv file named Assets-YYYYMMDD-HHmm.csv.
  4. The button is disabled while the export runs, to prevent duplicate downloads. When it finishes, the file downloads automatically.

Select and delete Assets in bulk

  1. Tick the selection checkboxes of the rows you want to delete (you can select several).
  2. The Delete (N) button appears in the page header with the count of selected items.
  3. Click Delete (N). The system shows a confirmation dialog.
  4. Confirm the operation. When it finishes, a success notification says how many Assets were deleted.
  5. To cancel the selection without deleting, click Clear selection.

Delete a single asset (context menu)

  1. Right-click the row of the asset you want to delete.
  2. Choose Delete from the context menu.
  3. Confirm the operation in the confirmation dialog that appears.
  4. The system shows a success notification and refreshes the table.

Refresh the table

Click Refresh (the circular arrow icon in the header) to reload the data from the server without reloading the whole page.

Adjust the table to suit you

The asset table includes every common ActivoHQ tool: the column chooser, Grid Settings (lines, row density, sticky header and text wrapping), column filters, frozen columns and the context menu. Your presentation is remembered in your browser. The detail is in Using the data tables.

See portfolio totals

At the foot of the Acquisition Cost column, a total is shown with a selector that switches the calculation between Sum, Average, Minimum and Maximum. The total respects the applied filters.

Read the Net Book Value color

The Net Book Value column is colored according to how much value remains against the acquisition cost:

Color Meaning
Green More than 40% of the cost remains.
Amber Between 10% and 40% remains: it is worth planning the replacement.
Red 10% or less remains: the asset is all but fully depreciated.

Columns

Column Type Description Notes
Photo Image Thumbnail of the asset's photo (40 x 40 px). If the asset has no photo, it shows a grey image icon. Frozen to the left. Cannot be sorted or filtered.
Code Link The asset's unique code. Clicking it opens the Asset detail. Frozen to the left.
Name Text The asset's descriptive name. Frozen to the left.
RFID EPC Text The EPC code of the RFID transponder assigned to the asset. It can be empty if RFID audit is not used.
Type Text The asset model (the type) the asset belongs to, configured under Master > Asset models. It replaces the old Category column.
Location Text The name of the physical location where the asset sits.
Custodian Text The name of the custodian responsible for the asset.
Status Badge The asset's life-cycle status: Draft, Active, Fully Depreciated, Disposed or Retired. Filtered by name.
Availability Badge Available (green badge) when the asset is not assigned to any employee. Checked Out (yellow badge) when there is an active check-out.
Assigned To Text The name of the employee the asset is currently checked out to. Filled in automatically when an assignment is made.
Acquisition Cost Number The asset's original acquisition cost. Two decimals, right-aligned.
Accum. Depreciation Number Total accumulated depreciation calculated by the depreciation engine. Two decimals, right-aligned. Cannot be sorted or filtered. It reflects the last processed depreciation run.
Net Book Value Number Net book value (Acquisition Cost - Accum. Depreciation). Two decimals, right-aligned. Cannot be sorted or filtered. It reflects the last processed depreciation run.

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

  • Frozen columns: the Photo, Code and Name columns stay visible at all times as you scroll horizontally, so the asset stays identifiable.
  • Configurable columns: you can reorder, resize and hide columns. The column configuration is saved per user. To restore the default view, right-click the table header and choose Reset columns.
  • Automatic refresh when switching company: changing the active company from the top bar selector reloads the table automatically to show the newly selected company's Assets.
  • Depreciation values: the Accum. Depreciation and Net Book Value columns reflect the values calculated in the last processed depreciation run. If no runs have been executed, these columns may show zero.
  • Additional context menu options: right-clicking a row also offers View, Copy cell, Copy row and Export row.

Troubleshooting

Symptom Likely cause Resolution
The Export menu shows the notice "Select a company first." No active company is selected in the top bar. Select a company in the company selector in the top bar.
The table is empty with no error message. The active company has no registered Assets, or active filters exclude every record. Click Clear filters and check that the right company is selected.
The Accum. Depreciation and Net Book Value columns show zero for every asset. No depreciation run has been executed for the relevant periods. Run a depreciation run from the depreciation module.
The export fails with an error message. A communication error with the server, or a timeout. Click Refresh and try the export again. If the problem persists, contact your administrator.
Searching by code or name returns no results. The search term does not match the indexed fields, or column filters are active. Check that you are searching by Code, Name or RFID EPC. Other fields are not part of the quick search; use the column filters for extra criteria. Click Clear filters to drop earlier filters.
The New button shows a plan limit notice. The number of registered Assets has reached the maximum allowed by the current subscription plan. Upgrade your plan from the subscription section to add more Assets.

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