Asset Management

Asset Management helps businesses track, manage, depreciate, maintain, and dispose of fixed assets throughout their lifecycle.

Numera provides a centralized asset register that integrates with Purchasing, Sales, Inventory, Accounting, Maintenance Management, and Vehicle Telematics. Assets can be created manually or automatically through operational transactions, ensuring accurate asset records and financial visibility throughout the organization.

Overview

The Asset Management module helps businesses:

• Maintain a complete asset register
• Track asset ownership and status
• Manage depreciation
• Record asset acquisitions
• Process asset disposals
• Attach asset-related documentation
• Integrate assets with purchasing and sales transactions
• Support maintenance and telematics workflows

Asset Management Concepts

What Is an Asset?

An asset is a long-term resource owned by the company and used in business operations. Examples include:

• Vehicles
• Machinery
• Production Equipment
• Computers
• Office Furniture
• Buildings
• Tools
• IT Equipment

Assets may have financial, operational, maintenance, and regulatory information associated with them.

Asset Groups

Assets are organized into Asset Groups. An Asset Group represents a collection of identical or similar assets.

The Asset Group provides a summarized view while still allowing management of individual assets.

Individual Assets

Within each Asset Group, users can manage individual assets separately. Individual assets may contain:

• Asset Identification
• Serial Numbers
• Purchase Information
• Depreciation Data
• Maintenance History
• Additional Metadata

Each individual asset maintains its own lifecycle and operational information.

Navigation and Workflow

Assets are accessed from the Assets workspace. Users can:

• View Assets
• Search Assets
• Create Assets
• Edit Assets
• Dispose Assets
• Review Depreciation
• Attach Documents

Creating Assets

Assets can be created using multiple methods.

Manual Asset Creation

Users can manually create assets from the Asset Management screen. Typical use cases:

• Initial asset migration
• Historical asset registration
• Asset corrections
• Assets acquired outside standard purchasing processes

General Asset Information

Typical asset information includes:

• Asset Name
• Asset Group
• Item Reference
• Purchase Information
• Asset Quantity
• Asset Details
• Notes

Item Integration

Each asset can be linked to an Item from the Item Master. The Item relationship allows integration with:

• Purchasing
• Sales
• Accounting
• Asset Lifecycle Management

Creating Assets from Purchasing

Assets can be generated automatically through purchasing transactions.

Asset Items

Items intended to be managed as assets are configured in the Item Master. Asset Items:

• Are flagged as Assets
• Are not treated as inventory items
• Participate in asset management workflows

Asset Acquisition Through Inbound Deliveries

When an Asset Item is received through an Inbound Delivery:

• The asset is automatically created
• The asset is added to the Asset Register
• Acquisition information is retained
• Accounting and depreciation information can be generated

Selling Assets

Assets can be sold through standard sales transactions. When selling an asset:

• The asset is selected from available assets
• Asset inventory is consumed
• Asset lifecycle records are updated
• Disposal information can be generated

Asset Groups and Quantities

Numera supports grouped asset registration. This is useful when:

• Assets are identical
• Individual serial tracking is unnecessary
• Assets were acquired together
• Assets share the same financial characteristics

Examples:

• Office Chairs
• Desks
• Generic Equipment
• Storage Shelves

Asset Financial Information

Assets include dedicated accounting information. Available information may include:

• Acquisition Cost
• Useful Life
• Depreciation Method
• Depreciation Schedule
• Current Book Value
• Residual Value
• Accumulated Depreciation

Accounting Tab

The Accounting tab provides access to financial asset information. Users can review:

• Acquisition values
• Depreciation settings
• Depreciation schedules
• Accounting-related data

Asset Depreciation

When an asset is created, Numera automatically generates a depreciation plan. The depreciation plan defines future depreciation entries throughout the asset's useful life.

Depreciation Plan Status

Each depreciation period has a status.

Planned

Depreciation has not yet been posted.

Posted

Depreciation has been posted to Accounting.

Regenerating a Depreciation Plan

Depreciation plans can be deleted and regenerated when corrections are required. A depreciation plan can only be deleted when all schedule lines remain in Planned status.

Additional Asset Information

Assets may contain additional operational information beyond financial data. Examples include:

• Serial Numbers
• Warranty Information
• Manufacturer Details
• Registration Information
• Custom Fields
• Notes

Asset Disposal

Assets can be disposed manually when they are:

• Sold
• Scrapped
• Lost
• Written Off
• Retired

The disposal process updates the asset lifecycle and accounting records.

Disposal Form

Users can enter disposal information including:

• Disposal Date
• Disposal Reason
• Disposal Value
• Notes

Asset Documents

Assets support document attachments. Examples include:

• Purchase Invoices
• Warranty Certificates
• Registration Documents
• Service Contracts
• Inspection Reports
• Insurance Documents
• Photographs

Integration with Other Modules

Asset Management integrates with several Numera modules.

Purchasing

Creates assets automatically through Inbound Deliveries.

Sales

Supports asset sales and disposal transactions.

Accounting

Maintains depreciation schedules and asset valuation.

Maintenance Records

Tracks maintenance activities and service history.

Vehicle Telematics

Collects operational and usage data for vehicles and mobile assets.

Best Practices

Related Documentation

Key Concepts

• Assets are managed separately from inventory.
• Assets can be created manually or automatically through purchasing transactions.
• Asset Items are configured in the Item Master.
• Asset Groups provide summarized management of similar assets.
• Individual assets maintain detailed lifecycle information.
• Depreciation plans are generated automatically.
• Depreciation schedules integrate with Accounting.
• Assets can be sold or disposed through controlled workflows.
• Documents can be attached directly to assets.
• Asset Management integrates with Purchasing, Sales, Accounting, Maintenance, and Vehicle Telematics.