Fixed Assets

Fixed assets are what the business buys to use for years rather than to sell: a walk-in cooler, a delivery van, shelving, a cash register. Each asset records its cost, and its cost is spread over its life as depreciation, one entry per month. When you sell an asset, the sale and its gain or loss are posted for you.

Menu	Books > Fixed assets
Permission	The Fixed asset content permissions, such as List Fixed asset content items and Edit Fixed asset for others
Feature	Fixed assets

Can't find it?

What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.

Add an asset

1. Open Books > Fixed assets and select New Fixed asset.
2. Enter a Description, such as Walk-in cooler, and optionally the vendor it was Bought from (vendors of categories listed on Fixed assets).
3. Enter the Purchase date, the Cost and, optionally, the Salvage value it will still be worth at the end of its life.
4. Enter the Depreciation years, such as 5 or 7. Enter 0 for an asset that is not depreciated, such as land.
5. Choose how it was Paid with (On account when you will pay the vendor later), and optionally the Asset account and the Invoice number.
6. Select Publish.

Saving posts the purchase, and the depreciation of every month that has ended. The Depreciation schedule at the bottom of the page lists every entry and whether it is posted or still to come. The list shows each asset's cost and its Book value: the cost less the depreciation posted.

How depreciation is worked out

Depreciation is straight-line, as in the Windows app:

• the yearly depreciation is (cost − salvage value) ÷ years, and the monthly one is a twelfth of it, both rounded down to the cent;
• the purchase month gets a share of a month: a cooler bought on the 15th gets 16/30 of a month;
• every following month gets the monthly amount, on its last day;
• a final entry, a month after the last full one, gets what is left, so the total is exactly the cost less the salvage value.

For example, a $12,000 cooler bought on January 15, 2026 and depreciated over 5 years gets $106.66 for January, $200.00 for each of the next 59 months, and $93.34 for January 2031.

Each month's entry is posted when the month ends; Al-Mohaseb checks for due months every day in a background job named Post asset depreciation.

Change an asset

Edit the asset and select Publish. Only what changed is posted again: changing the cost reverses and reposts the purchase and the months whose amount changes. Months that did not change stay as they are. Changing an entry in a closed period is refused, with the reason.

Sell an asset

1. Open the asset and check The asset was sold.
2. Enter the Date sold, the Amount sold for and how it was Received as.
3. Select Publish.

The sale stops the depreciation: the sale month gets a share of a month ((day + 1) ÷ 30), and later months are reversed. The sale is posted with its gain (to Profit From Asset Sale) or loss (to Loss From Asset Sale): what it was sold for less its book value. A later save of the asset keeps the sale as it is, unlike the Windows app.

Attach the invoice

Open a saved asset and select Attach the invoice or other files. See Attachments.

Delete an asset

Deleting an asset reverses its purchase, depreciation and sale. An asset with postings in a closed period cannot be deleted: the page says so, and nothing is removed.

See also Chart of accounts.