The tables behind Fixed Asset Management

The asset master. One row per capitalized item. Created from a capex AP Bill via capitalization-from-bill, or manually by the Fixed Asset Accountant. Status drives the depreciation engine: InService, Idle and Transferred follow the reviewed book policy. Disposed or Retired assets stop according to their effective exit treatment. Impaired assets continue depreciation from the approved revised basis and remaining useful life unless the reviewed classification policy requires a different treatment; impairment alone is not a stop flag.

The category catalog. Sets the default useful life, depreciation method, MACRS class, and GL account targets used when a new FixedAssets row is capitalized under this category.

The intake record that links a fixed asset back to its source Bill / PO / manual entry and stamps who capitalized it and the journal entry written for the initial capitalization.

Scoped employee identity for asset custody and approval; synchronized without granting roles from display names.

The per-asset depreciation book. Most US assets carry at least two: Book (US GAAP, straight-line, posts to GL) and Tax-Federal (IRS MACRS, does not post to GL). Multi-state operations add Tax-State. International parents add IFRS.

The per-period schedule grain — one row per asset book per period (month or fiscal period), stamped with that period’s depreciation amount, accumulated balance, and net book value. The row that the depreciation run reads and writes.

A periodic depreciation calc batch — one per Book per accounting period. The unit of work for the Fixed Asset Accountant: open draft, calculate, review variances, Controller approves, GL post (Book book only).

One row per asset book per depreciation run. The audit grain that ties an asset’s per-period charge back to the run that produced it.

The category catalog. Sets the default useful life, depreciation method, MACRS class, and GL account targets used when a new FixedAssets row is capitalized under this category.

Reviewed, effective-dated tax configuration and authoritative source evidence.

The asset master. One row per capitalized item. Created from a capex AP Bill via capitalization-from-bill, or manually by the Fixed Asset Accountant. Status drives the depreciation engine: InService, Idle and Transferred follow the reviewed book policy. Disposed or Retired assets stop according to their effective exit treatment. Impaired assets continue depreciation from the approved revised basis and remaining useful life unless the reviewed classification policy requires a different treatment; impairment alone is not a stop flag.

Internal transfer between cost centers, departments, locations, or custodians. Does not change the asset’s depreciation schedule, only its expense allocation going forward.

The audit log. Every status change, location change, custodian change, cost-center change, capitalization, transfer, disposal, or impairment writes one row. Read-only after write.

Scoped employee identity for asset custody and approval; synchronized without granting roles from display names.

Periodic physical-count cycle header. Defines the scope (location, category, custodian) and lifecycle of one count event.

The per-asset count grain. Custodian or count team attests presence; reconciliation produces follow-up actions.

Per-asset maintenance history. Routine maintenance is expensed, not capitalized; major refurbishment that extends useful life flagged for capitalization review.

The asset master. One row per capitalized item. Created from a capex AP Bill via capitalization-from-bill, or manually by the Fixed Asset Accountant. Status drives the depreciation engine: InService, Idle and Transferred follow the reviewed book policy. Disposed or Retired assets stop according to their effective exit treatment. Impaired assets continue depreciation from the approved revised basis and remaining useful life unless the reviewed classification policy requires a different treatment; impairment alone is not a stop flag.

Scoped employee identity for asset custody and approval; synchronized without granting roles from display names.

End-of-life disposal — sale, scrap, donation, or trade-in. The asset-disposal-gainloss-calc workflow computes GainLoss = ProceedsAmount − NetBookValue on the Book book at disposal date; on Controller approval the disposal JE posts and the parent fixed asset moves to Status: Disposed.

Partial retirement or write-down where part of an asset is taken out of service without a sale. Reduces basis in the Book book without proceeds.

Impairment test result under ASC 360. When carrying value exceeds fair value (and recoverability fails), the loss is recognized; the post-impairment carrying value becomes the new basis going forward.

Rare write-up event (typically not under US GAAP except in specific scenarios — fresh-start accounting, business combinations). Tracked here for completeness with Controller approval gating.

The asset master. One row per capitalized item. Created from a capex AP Bill via capitalization-from-bill, or manually by the Fixed Asset Accountant. Status drives the depreciation engine: InService, Idle and Transferred follow the reviewed book policy. Disposed or Retired assets stop according to their effective exit treatment. Impaired assets continue depreciation from the approved revised basis and remaining useful life unless the reviewed classification policy requires a different treatment; impairment alone is not a stop flag.

The per-asset depreciation book. Most US assets carry at least two: Book (US GAAP, straight-line, posts to GL) and Tax-Federal (IRS MACRS, does not post to GL). Multi-state operations add Tax-State. International parents add IFRS.

The per-period schedule grain — one row per asset book per period (month or fiscal period), stamped with that period’s depreciation amount, accumulated balance, and net book value. The row that the depreciation run reads and writes.

The audit log. Every status change, location change, custodian change, cost-center change, capitalization, transfer, disposal, or impairment writes one row. Read-only after write.

Annual IRS §179 expensing election per asset per tax year. Validated by the section-179-eligibility-check workflow against the configurable annual cap and per-asset eligibility rules.

Annual bonus depreciation election per asset per tax year. The applicable percent depends on placed-in-service year per IRC §168(k); the workflow validates eligibility and computes the bonus amount on the post-§179 basis.

Annual IRS Form 4562 detail snapshot per tax year per entity. Generated by year-end-tax-form-4562-prep from the Tax-Federal book, reviewed by Tax Accountant, exported as a PDF for the return. Aggregates per-Asset depreciation totals — there is no per-Asset FK; the snapshot is computed by the year-end-tax-form-4562-prep workflow.

Reviewed, effective-dated tax configuration and authoritative source evidence.

The per-asset depreciation book. Most US assets carry at least two: Book (US GAAP, straight-line, posts to GL) and Tax-Federal (IRS MACRS, does not post to GL). Multi-state operations add Tax-State. International parents add IFRS.

The per-period schedule grain — one row per asset book per period (month or fiscal period), stamped with that period’s depreciation amount, accumulated balance, and net book value. The row that the depreciation run reads and writes.

Reviewed lease-asset register and payment context. Operating, finance and short-term classifications use distinct versioned measurement and expense policies. A generic monthly asset-depreciation run cannot calculate both operating and finance lease treatment. The connected lease/accounting implementation supplies the classification-specific schedule and confirmed posting outcome. Variable payments, modifications, incentives and other unsupported inputs require an explicitly configured and reviewed lease model before calculation; they are never approximated by a universal depreciation formula.

The per-period lease payment schedule. One row per scheduled payment with the interest / principal split per the amortization table.

Append-only business decisions, denied operations and completed effects.