Request to asset transfer
Move an asset to its approved custodian and location while preserving the history needed for the next count.
4 stages · 1 approval
Roles and responsibilities
-
Step 1Asset capitalization
Asset TagDescriptionCategoryAcquisition Date
-
Step 2Custodian transfer
Transfer NumberFixed AssetFrom Cost CenterTo Cost Center
-
Step 3Physical inventory
Inventory NumberInventory NameScheduled DateScope Location
-
Step 4Tax and audit reporting
Election NumberFixed AssetTax YearDeduction Amount
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Asset capitalization
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.
Approval required
Custodian transfer
Independently approve a within-department transfer; Controller / CFO decides cross-cost-center changes. Apply the approved assignment only on its effective date and reject stale or cross-entity references.
Physical inventory
Preserve expected assignments at count start, collect scoped observations and investigate discrepancies. An unregistered item may have no asset reference until reviewed intake; a missing item is never automatically written off.
Tax and audit reporting
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.
Approvals and exception handling
1 approval required in this process
-
Custodian transfer
Manager signs · physical inventory waits
AssetTransfers, FixedAssets, AssetMovements - Apply the independently approved custodian or cost-center change on its effective date.
- Retain the expected assignment captured at count start when investigating a discrepancy.
- Send an unregistered item through reviewed intake; a missing observation never writes off an asset automatically.
When the process needs attention
-
duplicate
Asset capitalization
Duplicate source events return the existing candidate; activating an asset follows the reviewed capitalization policy.
-
reject
Custodian transfer
Apply the approved assignment only on its effective date and reject stale or cross-entity references.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Asset capitalization | FixedAssetsAssetCapitalizations | Reconcile capex source evidence with the individual asset, cost, in-service date and assignment |
| 2 Custodian transfer | AssetTransfersFixedAssetsAssetMovements | Independently approve a within-department transfer; Controller / CFO decides cross-cost-center changes |
| 3 Physical inventory | PhysicalInventoriesPhysicalInventoryItemsMaintenanceLogs | Preserve expected assignments at count start, collect scoped observations and investigate discrepancies |
| 4 Tax and audit reporting | Form4562SnapshotsBookSchedulesAssetMovements | Reconcile workpapers to the reviewed tax books and asset roll-forward |
Process reports
All reportsAsset 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.
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.
Physical Inventory Reconciliation
Compare the frozen expected population with observed assets, approved resolutions and open investigations, retaining evidence for internal and external review.
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.
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.
Run by an agent
Agent support
Proto cannot supply a missing business approval, invent external payment or posting outcomes, or weaken the server permissions. Reviewed source records and configured integrations determine the available actions. Retain the result of each actual operation and investigate unsupported requirements before enabling automatic execution.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› request to asset transfer · asset capitalization on FixedAssets, AssetCapitalizations
✓ Reconcile capex source evidence with the individual asset, cost, in-service date and assignment.
› request to asset transfer · custodian transfer on AssetTransfers, FixedAssets, AssetMovements
⏸ approval · waiting for the manager
# 2 more stages after approval: physical inventory, tax and audit reporting
Other processes
3 moreAcquisition to depreciation
Follow an asset from its purchase evidence to reviewed depreciation and confirmed accounting entries.
5 stages · 1 approval
Review to disposal
Investigate asset findings, review the valuation and record an approved disposal with its accounting outcome.
4 stages · 2 approvals
Tax book to workpaper
Keep tax-book calculations and reviewed elections connected to the workpapers that support them.
4 stages · 1 approval