Fixed Asset Register

The Fixed Asset Register (FAR) is a comprehensive, compliance-ready report that lists every fixed asset your organisation owns, along with its financial details, depreciation schedule, location, and status — all in one place.

Auditors, finance teams, and accountants use this report to verify asset values, confirm depreciation calculations, and satisfy requirements under accounting standards such as IFRS and local GAAP.

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Where to find it

Go to Reports → Assets → Asset register.

The register is the first tab in the Assets report section. It is available to users with the Owner, Manager, or Admin role.

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What the register shows

The register is grouped by asset category. Within each group, every asset appears as a single row. At the bottom of each group, a subtotal row summarises the group's totals. A grand total row at the very bottom covers the entire portfolio.

Columns explained

Note: Assets whose category does not have depreciation enabled will show a dash (—) in the depreciation columns. This is intentional — showing zero would be misleading. The gross book value and net book value will still be equal to the purchase cost.

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How depreciation is calculated

UniAsset uses the straight-line method. The calculation runs automatically at report generation time — no values are stored or pre-computed.

The formula is:

Depreciable amount = Purchase cost − Salvage value
Annual depreciation = Depreciable amount × Annual depreciation rate
Accumulated depreciation = Annual depreciation × Years owned
Net book value = Purchase cost − Accumulated depreciation

Years owned is calculated from the asset's purchase date to the report's "as of" date. It is expressed as a decimal (e.g. 2.5 years).

The asset will never depreciate below its salvage value. Once accumulated depreciation equals the depreciable amount, the asset is marked as fully depreciated and the net book value stays at the salvage value.

Example:

A vehicle purchased for ₹500,000 with a salvage value of ₹50,000, a useful life of 5 years, and a 20% annual depreciation rate, owned for 3 years:

• Depreciable amount: ₹500,000 − ₹50,000 = ₹450,000
• Annual depreciation: ₹450,000 × 20% = ₹90,000
• Accumulated depreciation (3 years): ₹90,000 × 3 = ₹270,000
• Net book value: ₹500,000 − ₹270,000 = ₹230,000

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The "As of date" filter

By default, the register shows figures as of today. You can change this to any date in the past — for example, 31 March 2025 for your previous financial year-end.

When you change the "as of" date:

• Accumulated depreciation is recalculated using that date instead of today
• Assets disposed after that date are treated as active (their disposal had not yet occurred)
• Assets acquired after that date are excluded from the report

This makes it possible to regenerate an exact copy of the register as it stood at any point in history — essential for year-end financial reporting and retrospective audits.

To change the date, use the As of Date filter in the filter panel on the left side of the report.

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Filters

Use the filter panel to narrow the report to a specific subset of assets.

Click Apply after adjusting filters. Click Reset to return to the default view.

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Disposed assets

When an asset is disposed of (sold, scrapped, written off, etc.), it is recorded with:

• Disposal date
• Disposal method (Sold, Scrapped, Donated, Written off, Transferred, or Lost)
• Proceeds received (if sold or transferred)
• Gain or loss on disposal

By default, disposed assets are hidden from the register. Check Include disposed assets in the filter panel to show them. Disposed assets display a grey "Disposed" badge and their disposal details appear in the row.

The gain or loss on disposal is calculated at the time of disposal and stored permanently:

Gain / loss = Disposal proceeds − Net book value at disposal date

A positive number means the asset was sold for more than its book value (a gain). A negative number means it sold for less (a loss).

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Setting up depreciation for your assets

Depreciation is configured at the category level, not on individual assets. All assets in the same category share the same depreciation settings.

To enable depreciation for a category:

1. Go to Settings → Categories
2. Select the category you want to configure
3. Enable the Depreciation toggle
4. Set the Useful life (years) and Annual depreciation rate (%)
5. Save

Every asset in that category will now appear in the register with depreciation figures, provided the asset has both a purchase cost and a purchase date recorded.

If an asset shows no depreciation figures, check that:

• Its category has depreciation enabled
• It has a purchase cost set
• It has a purchase date set
• It is a Standard asset (consumable assets are excluded from the register and from depreciation)

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Setting a salvage value on an asset

The salvage value (also called residual value) is optional on each asset. When not set, UniAsset treats it as zero, meaning the asset depreciates all the way down to zero.

To set or update a salvage value:

1. Open the asset detail page
2. Click Edit
3. Find the Salvage value field in the financial details section
4. Enter the estimated residual value and save

The register will immediately reflect the updated figures with the new salvage value applied.

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Exporting the register

Click the Export button at the top right of the report. Three formats are available:

CSV

A plain comma-separated file containing all rows and columns. Suitable for importing into accounting software or analysing in a spreadsheet. The CSV includes all columns visible in the report, plus additional columns (disposal date, disposal method, disposal proceeds, gain/loss on disposal) that are hidden in the table view by default.

Excel (.xlsx)

A formatted Excel workbook with two sheets:

• Fixed Asset Register — the full asset-by-asset table, grouped by category with subtotal rows
• Summary — a condensed view with portfolio totals and a breakdown by category

The Excel export respects the currently applied filters and as-of date.

PDF

Opens your browser's print dialog. Select "Save as PDF" to save the document. The report is formatted for A4 landscape paper, with:

• Your organisation name and the as-of date in the header
• Table headers repeated on every page
• Category groupings and subtotals preserved
• Grand totals on the final page

Tip for auditors: Use the PDF export with a specific as-of date (e.g. your financial year-end) to produce an auditable point-in-time snapshot. The figures shown will exactly match what was true on that date.

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What's included and excluded

Included:

• All active Standard assets with a purchase date

Excluded:

• Consumable assets (tracked by quantity, not individually)
• Assets without a purchase date
• Archived assets (unless they are disposed — disposed assets can be shown using the filter)
• Demo data assets

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Using the register for audits

The Fixed Asset Register is designed to satisfy the asset-level evidence requirements that external auditors typically request. Here is how to prepare for an audit:

Step 1 — Set the as-of date to your financial year-end. This ensures all depreciation figures reflect the position at your reporting date, not today.

Step 2 — Include disposed assets. Check "Include disposed assets" so the register shows the full picture — assets that were active during the year and disposed before year-end.

Step 3 — Verify depreciation settings. Confirm that each category has the correct useful life and depreciation rate. These drive all the figures in the report. Go to Settings → Categories to review.

Step 4 — Export to Excel or PDF. The Excel format is useful if your auditor wants to apply their own formulas. The PDF format is useful for inclusion in board packs or formal audit files.

Step 5 — Cross-reference with your accounting system. The grand total Net Book Value in UniAsset should match the fixed asset balance in your general ledger. If you use the QuickBooks or Xero integration, this reconciliation is automatic.

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Frequently asked questions

Why does an asset show a dash instead of depreciation figures? Either the asset's category does not have depreciation enabled, the asset is missing a purchase cost, or it is missing a purchase date. All three are required for depreciation to calculate. See Setting up depreciation for your assets above.

Can I change the depreciation method? Currently UniAsset uses the straight-line method for all assets. This is the most widely used method and satisfies IFRS (IAS 16) requirements for most asset classes. Additional depreciation methods may be added in a future release.

Why is the net book value showing zero for some assets? The asset has been fully depreciated — its accumulated depreciation has reached the depreciable amount (purchase cost minus salvage value). The net book value will not go below the salvage value. Fully depreciated assets remain in the register and can still be used and maintained.

Can I generate a register for just one property or location? Yes. Use the Locations filter to select one or more locations. The report will show only assets assigned to those locations (including any child locations in the hierarchy).

The register shows different figures from my accounting software. Why? The most common cause is a mismatch in depreciation settings. Check that the useful life and depreciation rate in UniAsset match what your accounting system uses. Also check the as-of date — if your accounting software calculates depreciation to a specific date and UniAsset is set to today, the figures will differ.

Is the register affected by the plan I'm on? The Fixed Asset Register is available on all paid plans. The number of assets that appear depends on how many standard assets you have created within your plan's asset limit.

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Related articles

• Asset value report — track total asset worth and depreciation
• Setting up asset categories
• Archiving and deleting assets
• Editing an asset — update purchase cost, salvage value, and other details
• Importing assets from a CSV file
• Exporting your data
• Audit preparation — get ready for financial and compliance audits