Asset Management Module — User Guide

1. Overview

Asset Management is the fixed-assets module for Vertex ERP. The current release is Phase 1: asset classes, depreciation books, asset master cards, capitalization, and a limited in-service / idle lifecycle.

System selection title: Asset Management — fixed assets, depreciation books, capitalization, and asset master.

Cross-module note: GL account codes and cost center on classes/assets are free-text placeholders for future Finance integration. There is no live posting to Finance, Inventory, Purchasing, or HR in this phase.

2. Getting started

2.1 Recommended setup order

1. Grant Asset Management permissions (admin may already be seeded).
2. Confirm at least one active depreciation book (seed often includes ACC as default).
3. Review or create asset classes (seed may include BUILD, MACH, IT, FURN, VEH).
4. Create assets on Asset master (requires a class and an active book).
5. Capitalize when acquisition cost is set.
6. Put in service; use Idle / Resume for temporary stoppage.

2.2 Main navigation

Parent menu: Assets → redirects to asset masters.

2.3 Seeded reference data

Typical seed content:

Adjust codes and defaults to match your chart of accounts naming conventions.

3. Depreciation books

Path: /assets/depreciation-books
Permission: Assets.DepreciationBooks (+ Create / Update / Delete)

Purpose

Define books that hold per-asset cost and depreciation fields (for example accounting vs tax).

Rules

• Keep at least one active book before registering assets.
• Delete is blocked when book values already exist for that book.
• Methods on assets/classes are stored for later depreciation; periodic depreciation posting is not run in this phase.

4. Asset classes

Path: /assets/asset-classes
Permission: Assets.AssetClasses (+ Create / Update / Delete)

Purpose

Categories that supply default useful life, depreciation method, salvage percentage, capitalization threshold, and optional GL account codes (text).

Methods

Straight line, declining balance, units of production, immediate write-off

Rules

• Delete is blocked if assets still use the class.
• Capitalization threshold is not enforced automatically on capitalize today — treat it as guidance.
• GL codes are not validated against the Finance chart of accounts in Phase 1.

5. Asset master

Path: /assets/asset-masters
Permission: Assets.AssetMasters (+ Create / Update / Delete / Capitalize / ChangeStatus)

Purpose

The asset card: main assets and optional sub-assets.

Key data

Numbering

• Main assets receive an automatic asset number sequence.
• Sub-assets get incremental sub-numbers under a parent.

Create prerequisites

UI/API expect:

1. At least one asset class.
2. At least one active depreciation book (default preferred).

On create, the system creates AssetBookValue rows for every active book.

Edit and delete

Edit and delete are allowed only while status is Created. After capitalization, treat the card as locked for structural edits.

6. Capitalization and status lifecycle

Live statuses

Live transitions

Capitalize rules

1. Status must be Created.
2. Acquisition cost must be greater than zero.
3. Capitalization date is set; book values become depreciation-active.
4. No Finance journal is posted in this phase.

Statuses reserved for later

Under maintenance, Retired, Scrapped, Sold appear as labels/enums but have no live workflow buttons yet.

7. Book values

Each asset holds per-book values:

Open the asset edit view to review the book-values panel. Use it for verification, not for month-end depreciation posting in Phase 1.

8. Out of scope in this release

Document these as not available so operators set correct expectations:

9. Permissions summary

Permission group: Assets.

Parent menu opens with AssetMasters or AssetClasses permission.

Appendix A — Quick procedures

A.1 Register and capitalize an asset

1. Ensure default depreciation book and a suitable class exist.
2. Asset master → create main asset → set acquisition cost and class defaults.
3. Optional: add sub-assets under the main.
4. Capitalize → Put in service.

A.2 Temporarily stop an asset

1. From In service → Idle.
2. Resume when the asset returns to use.

A.3 Correct a mistake before capitalization

1. While status is Created, edit or delete the asset.
2. After capitalize, create a correcting process outside edit/delete (future disposal/transfer features).

Appendix B — Operating notes

Appendix C — Document control

This guide describes functional capabilities of the Asset Management module as implemented in the Vertex ERP codebase. UI labels may appear in English or Arabic depending on language settings.