Asset Register - live preview

Good morning, Elena

Four assets are assigned to you and one software licence renews this month.

Assigned to you4$3,180 book value

Licences31 renewing

Overdue returns0nothing outstanding

Last audit12 Jun 2026confirmed by you

Your equipment

3 items

Design suite licence renews 22 SeptemberConfirm you still need it before renewalConfirm

Laptop assigned 11 Mar 2024Due for refresh at 3 years - March 2027Ageing

Annual asset confirmation dueConfirm you still hold all four itemsAction

Assigned to me

What you hold, since when, and what happens when you leave.

Your assets

Asset	Tag	Assigned	Cost	Book value	Return on exit
Laptop, 14 inch	IT-04412	11 Mar 2024	$1,840	$613	Yes
Monitor, 27 inch	IT-04418	11 Mar 2024	$420	$140	Yes
Docking station	IT-04419	11 Mar 2024	$180	$60	Yes
Mobile phone	IT-05120	02 Sep 2025	$780	$520	Yes

Everything here is recorded against your name. Offboarding produces this list automatically.

Licences

Software assigned to you, and when it renews.

Your licences

Licence	Vendor	Renews	Annual cost	Last used	Status
Design suite	Vellum Software	22 Sep 2026	$620	31 Aug 2026	Renewing
Project planning	Halcyon IT	01 Jan 2027	$240	29 Aug 2026	Active
Data analysis add-on	Halcyon IT	01 Jan 2027	$180	14 Feb 2026	Unused 6 months

A licence unused for six months is flagged before it renews, not after.

Full register

Every asset, who holds it, and what it is worth.

Assets1,204$1.86m at cost

Book value$742,000after depreciation

Unassigned42in store

Register

Tag	Asset	Class	Holder	Acquired	Book value	Status
IT-04412	Laptop, 14 inch	IT equipment	Elena Fischer	11 Mar 2024	$613	In use
IT-05120	Mobile phone	IT equipment	Elena Fischer	02 Sep 2025	$520	In use
VH-00212	Van, panel	Vehicles	Daniel Novak	18 Jun 2023	$14,200	In use
PL-01840	Forklift	Plant	WH2	04 Feb 2021	$8,900	In use
IT-04188	Laptop, 14 inch	IT equipment	-	22 Nov 2023	$486	In store
IT-03904	Laptop, 13 inch	IT equipment	Former staff	14 Jan 2022	$210	Not returned

An asset still assigned to someone who has left is the most common finding in an asset audit.

Custody

Who has had what, and every handover in between.

Outstanding and recent

Asset	From	To	Date	Signed	Status
IT-03904	Former staff	-	14 Aug 2026	No	Not returned
IT-04188	Tom Ellery	Store	22 Aug 2026	Yes	Returned
VH-00212	Store	Daniel Novak	18 Jun 2026	Yes	Assigned
IT-05120	Store	Elena Fischer	02 Sep 2025	Yes	Assigned
PL-01840	WH1	WH2	11 Apr 2026	Yes	Transferred

Every assignment and return is signed. An unsigned handover is treated as outstanding.

Renewals

Warranties, licences and certifications counted down by date.

Next 90 days

Item	Type	Applies to	Renews	Cost	Status
Design suite	Software licence	Elena Fischer	22 Sep 2026	$620	Renewing
Van insurance	Insurance	VH-00212	01 Oct 2026	$1,240	Renewing
Forklift inspection	Statutory	PL-01840	14 Oct 2026	$180	Due
Laptop warranty	Warranty	IT-04412	11 Mar 2027	$0	Valid
Project planning	Software licence	12 users	01 Jan 2027	$2,880	Valid

Statutory inspections escalate; commercial renewals prompt a keep-or-cancel decision.

Classes and depreciation

How each class is valued, and when it should be replaced.

Asset classes

Class	Method	Life	Residual	Assets	Book value	Status
IT equipment	Straight line	3 years	0%	884	$204,000	Active
Vehicles	Reducing balance	5 years	20%	18	$248,000	Active
Plant	Straight line	10 years	10%	42	$196,000	Active
Furniture	Straight line	7 years	0%	240	$62,000	Active
Software licences	Expensed	-	-	20	$32,000	Active

Why custody is signed

An asset register that nobody signs against is a list, not a record. The value comes from being able to say who accepted responsibility for something, on what date - which is exactly the question asked when it goes missing.

Every assignment and return requires a signature
An unsigned handover stays outstanding, not closed
Offboarding produces the holder's asset list automatically
Assets assigned to leavers are flagged, not quietly written off
Annual confirmation asks holders to confirm what they still hold
Disposal records method, proceeds and evidence

Audit log

Every assignment, transfer and disposal. Retained for seven years.

Events

When	Actor	Action	Target	Source
01 Sep 08:00	System	Flagged asset assigned to a leaver	IT-03904	scheduler
22 Aug 14:10	Marcus Bell	Recorded signed return to store	IT-04188	web
18 Aug 09:40	System	Flagged licence unused for 6 months	Data analysis add-on	scheduler
11 Apr 15:20	Marcus Bell	Transferred asset between locations	PL-01840	web
01 Apr 09:00	System	Posted monthly depreciation, 1,204 assets	All classes	scheduler

AST-04182, laptop

One asset: who has it, what it is worth and what it has cost.

In serviceWarranty expires in 41 daysAST-04182 · laptop · Northgate · issued to Elena Fischer

Three years old, written down to $410 of an original $1,840, and due back at the end of the month. The warranty runs out first, which is the decision this screen is really about.

Net book value$410from $1,840 at purchase

Age3y 2mreplacement policy is 4 years

Repairs2$248 spent this year

Days since last seen4confirmed at the Northgate audit

Custody history

Elena FischerNorthgate · issued 14 March 2024Current

Tomas ReinerNorthgate · 2 January 2023 to 14 March 2024Returned

Spare poolStores · 6 to 14 March 2024Held

PurchaseReceived 2 January 2023 · PO-2214Origin

Custody is a chain rather than a field. A gap in it is the thing an audit picks up.

Financial

Purchase price$1,840 · 2 January 2023

DepreciationStraight line · 4 years · $38.33 a month

Net book value$410 · at 31 August

Disposal estimate$120 to $180 · trade-inIndicative

Written down over four years, so the book value hits zero two months after the replacement policy says it goes.

History

Warranty claim closedScreen replaced · 12 May 2025Repair

Reassigned to Elena FischerFrom the spare pool · 14 March 2024Custody

Battery replaced$248, out of warranty · 8 November 2024Repair

Seen at auditNorthgate · 30 AugustVerified

Every movement, repair and sighting on one thread, because an asset with no history is one nobody can vouch for.

Add an asset

What it is, what it cost and who holds it.

What it is

DescriptionAsset tag

ClassSiteCondition

Money

Purchase pricePurchase date

Depreciation

The method is set per class in settings. Overriding it here applies to this asset only and is recorded as an override.

Who has it

Assign to

Warranty

Track byAsset tagSerial numberBoth

An asset with no owner is created in stores rather than blocked.

Design suite

One licence, its seats and who is not using them.

Renews 1 OctoberOver-allocatedDesign suite · 40 seats · $184 per seat per year

Forty-six people hold a seat against forty purchased, and eleven of them have not opened it in ninety days. Reclaiming those covers the overage twice over.

Seats held46against 40 purchased

Unused 90 days11$2,024 a year

Annual cost$7,360renews 1 October

ComplianceOversix seats short of licensed

Who holds a seat

11 to reclaim

Person	Site	Assigned	Last opened	Status
Elena Fischer	Northgate	14 Mar 2024	2 days ago	Active
Tomas Reiner	Selby	02 Jan 2023	4 months ago	Reclaim
Priya Larsen	Cavell	18 Aug 2024	Yesterday	Active
Otto Lindqvist	Northgate	30 Sep 2023	5 months ago	Reclaim
Marcus Adeyemi	Harrowgate	11 Feb 2025	3 weeks ago	Active

Reclaiming a seat does not delete the person’s work. It moves them to the read-only tier the vendor includes at no cost.

Disposals and write-offs

What is leaving the register, why, and who agreed.

Awaiting approval9$4,180 of book value

Approved this quarter31$11,240 written off

Recovered$2,840from trade-in and resale

Median decision4 daystarget is 5

ReasonAllEnd of lifeBeyond repairLostStolenSoldDonatedSiteStatus

Disposals

9 waiting

Asset	Class	Reason	Book value	Recovered	Raised by	Status
AST-03918	Laptop	Beyond repair	$284	$0	Sara Duarte	Awaiting approval
AST-02877	Monitor	End of life	$96	$25	Tom Ellery	Approved
AST-04102	Phone	Lost	$180	$0	Jonas Weber	Awaiting approval
AST-01204	Plant	Sold	$0	$1,400	Tom Ellery	Approved
AST-03340	Laptop	Stolen	$410	$0	Otto Lindqvist	Declined

A disposal needs a reason and a second name above $500. The declined line was declined because "stolen" with no incident reference is not something an auditor can follow.

Writing an asset off removes it from the register but keeps its history. The record stays readable for seven years, because the question an audit asks is what happened to it, not where it is now.

Depreciation

Book value, the methods behind it, and the monthly run.

Book value$284,100across 1,284 assets

This month$9,840charged to the ledger

Fully depreciated184still in service

Last run31 Augustposted by Lena Brandt

Book value by class

At 31 August

Laptops$96k

Plant$74k

Vehicles$58k

Monitors$31k

Furniture$25k

Methods in use

IT equipmentStraight line · 3 years42% of assets

FurnitureStraight line · 7 years18%

PlantReducing balance · 25%22%

VehiclesStraight line · 5 years12%

Not depreciatedLeased and loaned equipment6%

Set per class rather than per asset. Changing one restates every asset in it, which is why it sits behind the administrator role.

Depreciation runs

Run	Period	Assets	Charge	Posted to ledger	By
DEP-0831	August 2026	1,284	$9,840	Posted	Lena Brandt
DEP-0731	July 2026	1,262	$9,710	Posted	Lena Brandt
DEP-0630	June 2026	1,241	$9,604	Posted	Lena Brandt
DEP-0531	May 2026	1,206	$9,480	Posted	Lena Brandt

A run is posted once and never rerun. Correcting a period means a journal in the next one, which is what the finance system expects.

Stocktakes

Physical verification, and what the count could not find.

Open stocktakes2Cavell and Selby

Verified this year82%target is 95%

Not found11across two sites

Found unlisted6added to the register

In progress

2 open

CavellStarted 28 August · 184 of 241 counted76%

SelbyStarted 1 September · 42 of 284 counted15%

A stocktake is a physical sighting. Scanning a tag is enough; ticking a box from a desk is not, which is why the count only moves from the mobile scan.

Recent

NorthgateClosed 30 August · 618 counted · 4 not found99%

HarrowgateClosed 12 August · 141 counted · 0 not found100%

CavellClosed 4 March · 236 counted · 9 not found96%

What the count turned up

11 not found

Asset	Class	Site	Expected at	Last seen	Outcome
AST-03918	Laptop	Cavell	Cavell	14 months ago	Not found
AST-04102	Phone	Selby	Selby	9 months ago	Not found
AST-04780	Monitor	Cavell	Northgate	2 days ago	Wrong site
AST-04791	Laptop	-	-	Never	Found unlisted
AST-02877	Monitor	Northgate	Northgate	Today	Verified

Wrong site is not a loss, it is a transfer nobody recorded. Separating the two is the difference between a correction and a write-off.

Reports: activity

Volume and throughput, by owner and by class.

Assets on the register1,284across 4 sites

Opened this month38against 24 closed

Median age2y 4mtarget is 4 years

Owned by nobody11oldest is 14 months

Volume over time

12 weeks

Additions per week. The two spikes are the Selby refresh and the Cavell depot opening, not a change in buying habits.

By class

This quarter

Laptops412

Monitors318

Phones241

Furniture184

Plant96

Vehicles33

By site

This quarter

Site	Open	Closed	Median days	Overdue
Northgate	618	84	2.1	4
Selby	284	41	2.8	3
Cavell	241	38	3.4	2
Harrowgate	141	19	2.2	2

Median days is time from receipt to being issued to somebody. Anything sitting longer is capital doing nothing.

Reports: performance

Against target, with the gap named.

Against target82%of assets verified this year

Best siteHarrowgate96% verified

WorstCavell64% verified

Trend+7 ptson last quarter

Against target by class

100 is the target

Harrowgate96

Northgate88

Selby79

Cavell64

Verification is a physical sighting, not a record update. Cavell has had one stocktake this year against three everywhere else.

What moved

Rule-derived

Verification up 7 pointsThe Northgate stocktake in August closed most of the gapUp

Eleven assets have no ownerAll eleven belong to people who have leftWatch

Write-offs down a thirdFewer laptops lost since the custody sign-out changedUp

Threshold rules over the figures above, not a model. Each line names the number it came from so you can disagree with it.

Reports: exceptions

What breached, what is late and what nobody owns.

Breached11unowned or unseen

At risk18inside 48 hours

Unassigned11no owner at all

Reopened3closed then raised again

Exceptions

11 open

Asset	Class	Site	Problem	Age	Value
AST-03918	Laptop	Cavell	No owner since March	14 months	$284
AST-04102	Phone	Selby	Not seen at two stocktakes	9 months	$180
AST-02877	Monitor	Northgate	Owner left in June	3 months	$96
AST-04411	Laptop	Cavell	Warranty lapsed, still in service	2 months	$640
AST-01204	Plant	Harrowgate	Depreciated past zero	5 years	$0

An asset nobody can produce is a write-off waiting to be argued about. These are ordered by value rather than by age.

Eleven unowned assets is $1,840 of book value, which is small. The reason it matters is that all eleven trace to leavers, so the joiners-and-leavers process is the fix rather than another stocktake.

People

Who has an account, and what they own.

People

24 accounts

Name	Role	Site	Last active	Status
Lena Brandt	Administrator	Northgate	2 minutes ago	Active
Tom Ellery	Asset manager	Northgate	1 hour ago	Active
Sara Duarte	Asset manager	Selby	1 day ago	Active
Jonas Weber	Site lead	Cavell	3 days ago	Active
Otto Lindqvist	Site lead	Harrowgate	2 days ago	Active
Beatriz Camara	Read only	Northgate	Left 14 August	Deactivated

Deactivating somebody prompts you to reassign what they own rather than doing it silently, because an unowned record is how a register rots.

Roles

What each role is scoped to and what it may approve.

Roles

5 roles

Role	Type	People	Scope	Can approve to	Status
Administrator	Built in	2	Every site	No limit	Active
Asset manager	Built in	4	Assigned sites	$5,000	Active
Site lead	Built in	9	One site	$500	Active
Finance	Custom	3	Read all, write disposals	$25,000	Active
Read only	Custom	6	Read all, write nothing	-	Active

A role carries a scope and an approval ceiling. Both are enforced on the server; hiding a button is not access control.

Recent changes

Finance ceiling raised to $25,000Lena Brandt · 12 AugustLogged

Site lead scoped to one siteLena Brandt · 2 JuneLogged

Role changes sit in the same audit log as record changes, because both change what somebody can do.

Why custom roles exist

Finance approves disposals but cannot move an asset between people
Read only includes the auditor, who must not be able to correct what they find
A site lead sees their own site, so a transfer needs somebody at both ends
A role with nobody in it still appears here rather than being tidied away

Permissions

Every capability against every role, as enforced.

What each role can do

10 capabilities

Capability	Administrator	Asset manager	Site lead	Finance	Read only
View the register	Yes	Yes	Own site	Yes	Yes
Add an asset	Yes	Yes	Own site	No	No
Reassign custody	Yes	Yes	Own site	No	No
Move between sites	Yes	Yes	No	No	No
Record a repair	Yes	Yes	Own site	No	No
Approve a disposal	Yes	To $5,000	No	To $25,000	No
Change depreciation	Yes	No	No	No	No
Run a stocktake	Yes	Yes	Own site	No	No
Manage users and roles	Yes	No	No	No	No
Read the audit log	Yes	Yes	No	Yes	Yes

Enforced per query rather than by hiding controls. A scoped "yes" means the row exists but is limited, which is why some actions need a second person.

Changing the depreciation method is administrator only because it restates the book value of every asset in that class. It is the one permission here that rewrites history rather than controlling access to it.

Notifications

What the system sends, to whom, and when.

What is sent

Warranty expiring30 days before, then on the dayOn

Asset unownedThe day the holder is deactivatedOn

Stocktake due14 days before the window opensOn

Disposal awaiting approvalAfter 2 days, then dailyOn

Depreciation run completeMonthly, to finance onlyOn

Every message names the record it is about, so a reply lands somewhere.

Quiet hours

No routine notifications20:00 to 07:00, local to the personOn

Urgent overridesAn asset reported lost, at any hourOn

Weekly digestMonday 08:00On

A notification that waits until morning is one that did not work, so the override is explicit rather than a setting nobody finds.

Notification rules are yours to set. What is here is a starting point drawn from how the queue actually behaves.

Integrations

Connected systems and their sync history.

Connected

3 connected

DirectoryPeople, sites and leaversConnected

Finance systemPurchase price and depreciation postingConnected

ProcurementPurchase orders and receiptsConnected

Device managementSerial numbers and last check-inNot connected

InsuranceSchedule of covered assetsNot connected

What breaks without them

Without the directory a leaver keeps their assets until somebody notices
Without finance the book value here and in the ledger drift apart
Without device management a laptop is verified by asking its holder
The register keeps working on fewer signals; the gaps are labelled as gaps

Sync history

Last 24 hours

When	Source	Records	Result
08:00 today	Directory	512 people	2 leavers, 11 assets flagged
08:00 today	Finance	1,284 assets	Posted
06:00 today	Procurement	9 receipts	Posted
08:00 yesterday	Directory	511 people	No change

A sync that half-succeeded is listed as such rather than as a failure, because the records that did land still changed something.

Import and export

Bulk load and extract, with per-row validation.

Import

WhatIf a row already exists

Validated before anything is written. A file with one bad row imports the rest and tells you which line failed and why.

Export

WhatFormat

RangeEverythingThis yearFiltered view

Recent imports and exports

Last 30 days

When	What	Rows	Result	By
2 Sep 14:10	Import	148	146 loaded, 2 rejected	Tom Ellery
31 Aug 09:40	Export	1,284	Complete	Lena Brandt
24 Aug 16:05	Import	62	Complete	Sara Duarte

Every import is kept with its source file, so a bad load can be traced rather than argued about.