Asset register and capitalization
Build a financial asset record from approved acquisition evidence.
Fixed Asset Management
Know what you own, where it is and how its value changes.
Fixed asset management software for capitalization, depreciation, asset transfers, physical counts and disposal control.
StatusDraftCalculatedReviewed
| Run Number | Book | Period Start | Period End | Total Amount | Status |
|---|---|---|---|---|---|
| DR-16105 | Book | 23 Sep | 01 Oct | 240 | Draft |
| DR-12873 | Tax-Federal | 05 Sep | 11 Sep | 30 | Calculated |
| DR-32951 | Tax-State | 25 Sep | 03 Oct | 850 | Reviewed |
| DR-49172 | IFRS | 20 Sep | 27 Sep | 960 | Draft |
| DR-36934 | Book | 10 Sep | 15 Sep | 220 | Calculated |
| DR-44179 | Tax-Federal | 10 Sep | 15 Sep | 890 | Reviewed |
Illustrative records derived from the system specification.
Built around the way your business works
Fixed asset accountants, controllers, tax teams and custodians managing the financial asset register.
- Defined tables
- 24
- Operational views
- 13
- Defined roles
- 7
- Reports
- 8
Defined in the planned system specification.
What’s inside.
Fixed asset management software for capitalization, depreciation, asset transfers, physical counts and disposal control.
Books and depreciation
Review depreciation by asset, accounting book and period.
Transfers and custodians
Keep asset location and responsibility current through reviewed transfers.
Physical inventory and maintenance
Compare the register with assets found in the workplace.
Disposals and value changes
Review asset exits and changes in value before affecting the books.
Tax and audit reporting
Prepare asset workpapers from reviewed books and effective tax rules.
Know what you own, where it is and how its value changes
StatusDraftCalculatedReviewed
| Run Number | Book | Period Start | Period End | Total Amount |
|---|---|---|---|---|
| DR-16105 | Book | 23 Sep | 01 Oct | 240 |
| DR-12873 | Tax-Federal | 05 Sep | 11 Sep | 30 |
| DR-32951 | Tax-State | 25 Sep | 03 Oct | 850 |
| DR-49172 | IFRS | 20 Sep | 27 Sep | 960 |
| DR-36934 | Book | 10 Sep | 15 Sep | 220 |
| DR-44179 | Tax-Federal | 10 Sep | 15 Sep | 890 |
Approval conditions
Visible to: Controller / CFO. Visibility does not establish approval authority.
PendingApproval
- AD-49554 FA-28281 4 d
- AD-48506 FA-89207 in 3 d
- AD-74778 FA-35029 5 d
- AD-99525 FA-16069 1 d
- AD-21892 FA-99966 in 3 d
AD-49554
- FixedAsset
- FA-28281
- DisposalDate
- 13 Sep
- DisposalMethod
- Sale
- ProceedsAmount
- 440
- NetBookValueAtDisposal
- 400
Approval conditions.
Submitted
- AT-56331 FA-50274 in 11 d
- AT-29434 FA-37568 12 d
- AT-22728 FA-82516 4 d
- AT-16424 FA-40129 2 d
- AT-57054 FA-87424 in 1 d
AT-56331
- FixedAsset
- FA-50274
- FromCostCenter
- FCC-683
- ToCostCenter
- TCC-747
- EffectiveDate
- 28 Sep
- RequestedBy
- SD
Cross-cost-center transfer approval waits for the controller / cfo.
Draft
- FA-29886 AC-8359 9 d
- FA-84087 AC-9174 12 d
- FA-64792 AC-9069 in 8 d
- FA-64159 AC-1097 11 d
- FA-71602 AC-1739 in 4 d
FA-29886
- AssetTag
- AT-753
- Description
- Draft fa-759
- Category
- AC-8359
- AcquisitionDate
- 08 Sep
- AcquisitionCost
- 500
- Vendor
- VND-963
StatusDraftValidatedAppliedToBook
StatusDraftValidatedAppliedToBook
StatusDraftCalculated
StatusActiveModified
StatusScheduledInProgressCounted
YouStatusInServiceIdle
StatusDraftInServiceIdleImpairedDisposedRetired
Reviewed
| Run Number | Book | Period | Total Amount | Calculated By |
|---|---|---|---|---|
| DR-84049 | Book | PRD-924 | 460 | KP |
| DR-44174 | Tax-Federal | PRD-196 | 690 | GS |
| DR-95136 | Tax-State | PRD-651 | 750 | VR |
| DR-43572 | IFRS | PRD-901 | 110 | ZN |
| DR-85057 | Book | PRD-476 | 800 | LH |
| DR-38916 | Tax-Federal | PRD-217 | 490 | PP |
Discrepancy = true
| Physical Inventory | Fixed Asset | Observed Identifier | Counted Status | Counted Location |
|---|---|---|---|---|
| PI-66197 | FA-48264 | OI-154 | Found | Y-21 |
| PI-15424 | FA-60621 | OI-484 | FoundWrongLocation | V-21 |
| PI-77043 | FA-44488 | OI-143 | FoundWrongCustodian | T-13 |
| PI-48598 | FA-48145 | OI-666 | NotFound | E-14 |
| PI-77899 | FA-72129 | OI-890 | FoundUnregistered | M-24 |
| PI-72612 | FA-89829 | OI-210 | Damaged | C-6 |
Keep the source behind every business result
Depreciation Forecastdrill-down
Forward-looking depreciation per Book by month for the next 60 months, computed from the current BookSchedules projection of every active AssetBook. Drills by Category and CostCenter. The CFO's planning input into the operating budget.
opens Open Depreciation Runs →| Run Number | Book | Period Start | Period End | Total Amount |
|---|---|---|---|---|
| DR-16105 | Book | 23 Sep | 01 Oct | 240 |
| DR-12873 | Tax-Federal | 05 Sep | 11 Sep | 30 |
| DR-32951 | Tax-State | 25 Sep | 03 Oct | 850 |
| DR-49172 | IFRS | 20 Sep | 27 Sep | 960 |
- Draft
- Calculated
- Reviewed
- Approved
- Posted
- Reversed
- RunNumber
- DR-16105
- Book
- Book
- PeriodStart
- 23 Sep
- PeriodEnd
- 01 Oct
- TotalAmount
- 240
ownerFixed Asset Accountant
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
Acquisition to depreciation, with the details connected
Know what you own, where it is and how its value changes.
Illustrative previews from the system specification.
-
01
Record assets
Reconcile capex source evidence with the individual asset, cost, in-service date and assignment. Duplicate source events return the existing candidate; activating an asset follows the reviewed capitalization policy.
Acquisition to depreciation -
02
Set up books
Create financial and tax books with distinct basis, method, convention and rule version. Designate the financial posting book and preserve calculated forecasts separately from posted history.
Acquisition to depreciation -
03
Calculate depreciation
Calculate one candidate per entity, book and period using versioned inputs. Do not update posted accumulated depreciation from draft calculations. Repeated requests reuse the same run identity.
Acquisition to depreciation -
04
Approve run
Independently approve the reviewed financial-book run. Tax Accountant independently approves tax-book work. Send a balanced journal proposal to accounting and mark financial completion only after its exact posted acknowledgment.
Review the financial depreciation run before its journal is posted to accounting.
Acquisition to depreciation -
05
Reconcile history
Reconcile workpapers to the reviewed tax books and asset roll-forward. Export the retained version; record filing only with external acceptance evidence. Keep prior snapshots when a return or book is corrected.
Tax book to workpaper
Give every decision the right owner
Decision checkpoints where approval stays with your team.
Approve run
Review the financial depreciation run before its journal is posted to accounting.
Acquisition to depreciationKeep changes and decisions traceable
Human approval and system automation have different jobs.
Approve run
Review the financial depreciation run before its journal is posted to accounting.
Depreciation approvals
A clear workspace for each responsibility
Controller / CFO
Controller / CFO works within the record, field and action scope below.
Fixed Asset Accountant
Fixed Asset Accountant works within the record, field and action scope below.
Tax Accountant
Tax Accountant works within the record, field and action scope below.
Asset Custodian
Asset Custodian works within the record, field and action scope below.
Asset TagDescriptionCategoryAssigned To Location
Manager
Manager works within the record, field and action scope below.
Auditor
Auditor works within the record, field and action scope below.
Understand the result and its source
Start with the question. Follow it to the records behind the answer.
Drill-down
Asset Roll-Forward
Per period: opening cost, additions (new capitalizations), retirements, disposals, transfers, ending cost; opening accumulated depreciation, period depreciation, accumulated retired, ending accumulated; opening NBV, ending NBV. Drills by AssetCategory × Department × Location × individual FixedAsset. The Controller's monthly close artifact and the auditor's tie-out to the GL control account.
View Asset Lifecycle BoardSource view · Illustrative records
Asset TagDescriptionCategoryAssigned To Location
Drill-down
Depreciation Forecast
Forward-looking depreciation per Book by month for the next 60 months, computed from the current BookSchedules projection of every active AssetBook. Drills by Category and CostCenter. The CFO's planning input into the operating budget.
View Open Depreciation RunsSource view · Illustrative records
Run NumberBookPeriod StartPeriod End
Tax-Federal
List report
Section 179 & Bonus Utilization
Year-to-date Section 179 deductions vs. annual cap (with phase-out reduction flagged when qualifying property exceeds the threshold), bonus depreciation taken vs. eligible base, and the projected remaining tax-year capacity. The Tax Accountant's planning view ahead of large Q4 capex.
View Section 179 ElectionsSource view · Illustrative records
Election NumberFixed AssetTax YearDeduction Amount
List report
Form 4562 Detail
Per tax year per entity: Part I (Section 179) total and per-asset detail, Part II (Bonus / Special Depreciation) total, Part III (MACRS GDS by recovery period) totals, Part III (ADS) totals, Part V (Listed Property — vehicles), Part VI (Amortization). The workpaper that reconciles to the filed return.
View Section 179 ElectionsSource view · Illustrative records
Election NumberFixed AssetTax YearDeduction Amount
List report
Disposals & Gain/Loss
Per period: every AssetDisposal with DisposalMethod, ProceedsAmount, NetBookValueAtDisposal, GainLoss, JournalEntryRef. Sum of GainLoss per category; flags loss outliers above a configurable threshold for additional Controller review.
View Asset Lifecycle BoardSource view · Illustrative records
Asset TagDescriptionCategoryAssigned To Location
Drill-down
Asset Aging by Category
Per Category: count and original cost of assets by age bucket (0–1y, 1–3y, 3–5y, 5–10y, 10y+) and by NBV remaining bucket (≥75% NBV, 50–75%, 25–50%, 0–25%, fully depreciated). Surfaces aging fleet candidates for replacement planning.
View Asset Lifecycle BoardSource view · Illustrative records
Asset TagDescriptionCategoryAssigned To Location
List report
Maintenance Cost per Asset
TTM maintenance spend per FixedAsset rolled up by Category and Manufacturer. Flags assets where TTM maintenance exceeds a configurable percentage of NBV — economic-life signal for retirement or replacement.
View Asset Lifecycle BoardSource view · Illustrative records
Asset TagDescriptionCategoryAssigned To Location
List report
Physical Inventory Reconciliation
Compare the frozen expected population with observed assets, approved resolutions and open investigations, retaining evidence for internal and external review.
View Physical Inventory ExceptionsSource view · Illustrative records
Physical InventoryFixed AssetObserved IdentifierCounted Status
Found Wrong Location
Configure your system with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Purchasing and employee directories
- Purchasing and employee directoriesin and out
- General ledger
- General ledgerin and out
- Tax rules and documents
- Tax rules and documentsout
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Fixed Asset Management and list records waiting on approve run
Acquisition to depreciation · records listed with owner and age
› approve the first one at approve run, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
Can financial and tax depreciation use different rules?
Yes. The same asset can have separate financial and tax books with distinct basis, methods and effective rules. A tax deduction does not automatically change financial carrying value. Only the designated financial book proposes the relevant general-ledger posting.
When does a depreciation run become posted?
Calculation creates a proposal for review. After independent approval, the financial-book journal is sent to the connected accounting system. The run becomes posted when that exact journal is confirmed posted; a successful request submission alone is not enough.
Can we schedule an asset transfer for a future date?
Yes. Preserve the proposed destination, custodian and effective date for review. An approved future transfer changes the current assignment when its effective date arrives, while earlier count snapshots and movement history retain their original context.
What happens if a physical count finds an unregistered item?
Record its observed identifier, location and supporting evidence without inventing an existing asset reference. The asset accountant can then review intake or another resolution. Missing items also remain investigations until a separate authorized financial decision is made.
Can custodians update counts without seeing asset values?
Give custodians their permitted count and assignment scope. They can record observations and attest responsibility while acquisition costs, tax amounts and other financial details remain protected through the underlying permissions.
Does an impairment stop depreciation automatically?
No. The reviewer first applies the selected framework and its required tests. A posted impairment can establish a revised basis and remaining useful life for subsequent depreciation. The asset follows that reviewed policy instead of stopping solely because its status is Impaired.
How are disposals coordinated with depreciation?
Review the disposal date, proceeds and carrying basis with any final period charge. The operations coordinate to avoid conflicting or repeated effects. Independent approval and the confirmed general-ledger journal establish the financial completion while preserving the asset history.
Can we use the same calculation for operating and finance leases?
Those classifications require different reviewed measurement and expense treatment. Keep the agreement and policy version with the lease records and configure the appropriate schedule. A generic asset-depreciation run cannot substitute for both classifications.
How are Section 179 and bonus depreciation workpapers prepared?
Use reviewed tax-rule versions for the entity, year and applicable asset cohort, with independently reviewed elections. Workpapers trace back to tax books and schedules. A generated Form 4562 snapshot is preparation material; any recorded filing needs its separate external evidence.
Implementation
Configure the system around your business records and responsibilities.
Read the implementation plan- 01
Define the operating scope
Use Proto to select the business entities, core processes and responsible roles.
Team and ERP.ai - 02
Prepare existing data
Resolve identities and preserve original document references, dates and opening positions.
Team and ERP.ai - 03
Configure the workflow
Apply permissions, approval rules, calculated fields and any required integrations.
Team and ERP.ai - 04
Verify the result
Exercise ordinary work, denied access, a correction, a conflicting edit and a repeated command.
Team and ERP.ai - 05
Invite the team
Begin with the agreed business scope and reconcile the first operating cycle before extending it.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Manufacturers
Plants tracking machinery, production equipment and capital improvements.Service and office businesses
Organizations maintaining computer, furniture and office-equipment registers.Property and facilities operators
Teams managing buildings, leasehold improvements and reviewed lease-asset schedules.
Reference
Roles and permissions
Give each person the records and decisions their work requires.Reports and analytics
Read operational and financial results with their source context.Data model
See the records and references behind the product.AI and integrations
Connect the services that own the related business results.Implementation
Configure the system around your business records and responsibilities.Proto configuration guide
Use Proto to configure and maintain the same product described on this website.
