Asset - Turbocharge Your Revenue Generation

Asset Overview

In SapphireOne an asset is any tangible or intangible resource that is owned and operated by an organisation with the potential to produce economic benefits. An asset is used to generate revenue, and retains a value of ownership that can be converted into a cash amount. Your asset will form part of your SapphireOne balance sheet. For example, SapphireOne fixed assets include property, machinery, equipment, computers, vehicles, trademarks, intellectual property, artworks and more.

The SapphireOne Asset Inquiry provides a centralised data entry point for all assets, providing full control over your Asset database. Once the list of Assets is on screen the user is able to view or modify existing assets. A new asset may be added to SapphireOne by typing ‘Command/Ctl N’ or selecting the New icon on the main toolbar.

Asset Inquiry

Asset Details Page

Asset Area

• ID – Enter an ID for the new Asset. The user should note that ID’s can not be reused in SapphireOne. It is recommended that planning is done before entering an ID as it may not be altered or deleted.
• Name – Enter the name of the Asset. Unlike the Asset ID this name may be altered at a later date.
• Risk – If required, click on the Risk field to bring up the SapphireOne graphical risk chart that is colour coded from 1 (Green) to 25 (Red).
• Class – Select a Class for the Asset if required. Assets may be grouped under classes for additional filtering and sorting when reports are generated. This is not a compulsory field.
• Company – SapphireOne will enter the company that the user is logged into when the Asset record is being created.
• Department – Select a Department for this asset if required. Assets may be grouped under departments for additional filtering and sorting when reports are generated. This is not a compulsory field, however SapphireOne General Ledger accounts are set up at the Department level.
• Job Project – If a Job Project is entered and depreciation is run it will then be linked to the Depreciation Expense Account for the particular Job Project.
• category – Select the Asset category from the list box The category selection is directly linked to the third page of the Asset Inquiry. If the category is not entered here, the Category Details page will not be displayed and SapphireOne will instead display an alert that the Asset has not been categorised.
  • The options from this menu are as follows: Not Categorised, Computer Equipment, Plant Equipment, Motor Vehicles, Property/Land, Artwork, Photographic and Film Equipment, Trademark and Other Equipment.

Grouping Area

The Grouping Area includes three tags which are by default named Tag1, Tag2 and Tag3. These are default headings and the user may go to: Utilities / Controls / Master Defaults / Assets Page and rename them as required.

These three tags are also shown as part of the details displayed when the list of Assets is on screen. These tags are mainly used for reporting and reconciling the Assets details. When a detailed query is executed they form part of the list of Available Fields when a Detailed Query is run. When a Quick Report is executed they are listed as part of the Master Table.

Valuer General Area

The Date of Valuation and actual Value can be recorded here. These values are automatically updated by the creation of a Valuation Journal.

Details Area

• Purchase Price – Enter in the Purchase Price of the asset.
• Purchase Date – Enter the date of the purchase.
• Start Depreciation At – Enter the date that depreciation is to start at. Usually it will be the date of purchase.
• Warranty Expiry Date – Enter the date that the warranty will expire.
• Serial Number – Enter the serial number for the asset.
• Disposal Date – When an Asset Disposal Transaction is created, SapphireOne will enter in the date that the disposal was created in the Disposal Date data entry field.
• % Sold – When an incomplete sale or disposal is processed SapphireOne will enter the percentage that has been sold or disposed of in the % Sold field.
• Do Not Purchase Check Box – When this checkbox is selected SapphireOne will not automatically create a Purchase transaction for the new Asset when it is saved with the tick. A purchase transaction will have to be manually entered by a user for the new Asset at a later time.

Location Area

• ID – If Locations for assets have been set up enter the location ID here.
• Contact – Enter a contact ID here.
• Physical – Enter the physical location of the asset here. Click on the Underlined Physical heading for a map view as seen below.

A useful feature available in SapphireOne is the ability to obtain a map view from a Physical address record. To access this functionality, click on the Physical heading in the Address Area. This feature is available throughout SapphireOne, including in Sapphire Webpack and the Sapphire Custom Webpack. With this feature, the user can obtain a visual representation of the physical location associated with the contact’s address, which can be helpful for planning and logistics purposes.

The map view feature in SapphireOne is device/platform agnostic. This means that it can be used on any device or platform. When the user clicks on the Physical heading in the Address Area above, the default mapping application in either an app or web browser will be utilised to display the map view. This means that the feature is not dependent on a specific mapping application or device, and can be accessed and used on a variety of platforms and devices.

Whether using a mobile device, tablet, or desktop computer, the map view feature in SapphireOne remains accessible, providing users with a consistent experience regardless of their chosen device or platform.

Loan Liability Area

This area allows you to record details of any General Ledger account set up as a loan account that has been used to purchase this particular asset. This specific functionality in SapphireOne has been added so that specific loan accounts may be setup for the purchase of Assets. The linking of the General Ledger account setup details to this are in the Asset Inquiry are as follows.

• Contract – Enter in the General Ledger account ID. This field is light blue so wild card ‘@’ or ‘?’ searching for the appropriate G/L account ID is an option.
• Liability Amount – Enter in the amount of the current Liability for the Asset loan.
• Residual Amount – Enter in the current residual amount owing for the Asset loan.
• Repay Terms – The repayment terms will be populated by the terms as set up in the General Ledger loan account.

Description Area

 This area can be used to include a detailed physical description of the Asset. There is no character limit on the field.

Contacts Area

This includes a list of contacts associated with this Asset. See below for further information on Contact management within SapphireOne.

Asset Inquiry More Details Page

The More Details page records the additional important details of an Asset. 

Insurance Area

The Insurance Area includes relevant details regarding any insurance relating to the particular Asset. This includes the policy number, insurer, expiry date, replacement value, premiums (ex GST), insured amount and expiry.

Insurance Notes

Any relevant notes regarding the insurance can be included here.

General Ledger Accounts Area

All General Ledger accounts must be set up before an Asset is purchased as all of the fields in this area are linked to the existing G/L accounts in SapphireOne. The wild card search “@ or ?” symbols may be used to search for the G/L Account. This allows you to set the control accounts up for this individual Asset, overriding any generic setup from the Company entered Control accounts.

Miscellaneous Area

Miscellaneous information about the Asset is entered and stored here. An estimated usage per day may be entered if required. SapphireOne will also keep a running total of days since the Asset was purchased.

Costing Split Area

The Asset Inquiry function has the ability to perform a costing split across multiple General Ledger departments with a unique percentage split across each department as follows. It should be noted that the Delete and Add icons perform the same functions as in other areas of SapphireOne.

• Department – Select the Add icon to commence adding in a new Department to this Costing Split function. SapphireOne will place the cursor in the department field ready for the entry of a department ID. It is wild card searchable so the “@” and “?” may be used when searching for a Department ID.
• Percentage – As each department is entered enter the split for each department as a percentage. At least two departments will have to be entered and the total for all departments will have to total 100%. If it does not add up to 100%, on attempting to save the page an alert will be displayed warning the user.

Backlog Area

A notational backlog area that allows you to record various numerical events in whatever context you are using the Asset, for example kilometers between service. The fields in relation to the backlog are Log Date, By, Type, Operator, Description, Reading and Completed Date. As above select the add icon to add a new item to the list.

Asset Inquiry Category Details Page

Overview of all Categories

For all Asset certain records need to be kept for tax purposes. In the case of computer based assets, if the software has to be re-installed, what was the license number, what was the serial number etc. This category page is a repository for the storing of all these details which may be lost over time after the initial purchase of the asset.

This Category Page is directly linked to the Type Selection made by the user on the very first page in this Asset Inquiry in the Details Page. For each Category selected from the Type drop down menu, there is a different Category Page displayed here. There are 8 categories, these include: Not Categorised, Computer Equipment, Plant Equipment, Motor Vehicles, Property/Land, Artwork, Photographic Equipment and Other Equipment.

Not Categorised Category Details Page

The Type option of Not Categorised on the Details Page is the default setting when a new Asset is brought into the SapphireOne Asset registry. If it is not altered from the Details Page and you cause SapphireOne to save the Asset, SapphireOne will display an alert stating that the Asset has not been categorised. You will still be able to select the tick and save the Asset.

Computer Equipment Category Details Page

There are no designated areas on this page. SapphireOne displays the name of the category at the top of the screen on the right hand side.

• ID & Name – SapphireOne will enter the ID & Name as per the details on the Details Page.
• Owner – Enter the ID of the owner or user who is using this Asset. They must have a user record established in SapphireOne so the entry of a valid user ID is required.
• Notes Style Text Fields – These 4 fields are not formally structured in any way and are set up simply as note fields which will accept any type of character. This allows the user maximum flexibility when entering information into them. The 4 data field headings as entered are a best fit for for recording details of your Computer equipment.
  • Site Address – Entering the Site address where the Computer Equipment is located is recommended here.
  • Office – The Office address can be entered here.
  • Rack – Racking details can be entered here.
  • Shelf – Shelving details can be entered here.

Most of the commonly used data entry fields for entering the details of computer based equipment are setup for data entry. These 16 fields go from Box Configuration through to NetBIOS Name. There are 5 drop down menus within this group of 16 fields documented below. As in other areas of SapphireOne the items on the menus may be added or deleted by the user as required. Several of these menus already have some commonly used items written into the list and can be removed if required. The remainder of these 16 data entry fields are not formally structured in any way and will accept any type of character so as to allow for maximum flexibility when recording details about the computer equipment.

• Box Configuration – Items already in this menu are, Desktop, Laptop and Rack Mount, others could be added.
• Device Type – Items currently in this menu are Backup Service, Firewall, RAID, Server and Workstation others could be added as required.
• Manufacturer – No items have entered to the menu so enter the manufacturer as required. When the alert is displayed and you have correctly spelt the new item, select Yes.
• Platform – Linux, Macintosh and Windows and the most common platforms have been entered for you. Add to the list as required.
• Version – Enter the version number.
• Model Number – Enter the model number of the computer equipment.
• Mac Address – enter the Mac address if known or required. These are important details when using routers.
• IP Addresses – Most Computer Equipment requires an IP address so the following items when entered will assist anyone who is setting the Asset up. If these details are entered initially they may be referred back to when the Asset has to be set up again or is replaced.
  • DHCP | Fixed – The default is for the IP address to be Fixed. When the DHCP checkbox is selected, DHCP protocol will be turned on for the Asset so the Asset will expect to receive its IP address from a DHCP server on the network.
  • I.P. Address Range Min – This sets a minimum IP address for the Asset.
  • I.P Address Range Max – This sets a maximum I.P. Address for the Asset.
  • I.P Address Internal – Enter in an Internal I.P. address for the Asset if required.
  • I.P. Address External – Enter in an external I.P. Address for the Asset if required.
• Firewall Zone – Enter firewall zone details.
• Host – Enter host details.
• Encryption Key – Enter any encryption keys here.
• Encryption Level – Encryption levels have been entered in this menu from 64 bit through to 1024 bit. Select them or add to them as required.
• Service – Entering the next service date would be one option for this field.
• Software – Enter in details of the software.
• Version – Enter in the version number of the software.
• Version Date – Enter in the Version date of the software.
• Hardware serial Number – Enter in the hardware serial number.
• License Number – Enter in the license number for the Asset.
• Primary User – If you have a user that uses the asset or manages it, enter their name here.
• NetBIOS Name – If known enter the NetBIOS name here.
• Updated Date – If any updates have been completed for this Asset enter the date here.
• Is Active Checkbox – This checkbox is automatically selected when creating an Asset category. You can unselect the checkbox to make the category inactive.
• Notes – Any notes or comments may be entered here.
• Remote Access Procedure – Any remote access procedures may be documented.

Password Area

The Password area will automatically update when an Asset is categorised as ‘Computer Equipment’ and is linked to a particular Password. Passwords can be linked to the Computer Equipment asset by navigating to Assets > Assets > Password Inquiry > an entering the Asset ID within the Hardware or Software data entry fields.

Plant Equipment Category Details Page

• ID & Name – SapphireOne will display the assets ID and Name populated from the data that was entered on the Details Page.
• Manufacturer – Enter in the manufacturer of the Asset.
• Version – Enter in the version of the Asset.
• Version Date – Enter in a Version date with the format as seen in the field.
• Is Active Checkbox – This checkbox is automatically selected when creating an Asset category. You can unselect the checkbox to make the category inactive.
• Hardware Serial Number – Enter the serial number for the Asset.
• License # – Enter in a License number for the Asset if required.
• Updated Date – If any updates have been completed for this asset enter the date here.
• Notes – Any notes or comments about the Asset may be entered here.

Motor Vehicles Category Details Page

Any type of Vehicle that has to be registered for on road usage will fall into this category. Specific provision has been made for the storing of registration details and other associated information about the registered Asset.

Most of the items in the list below will be found on the registration papers for the registered vehicle. If this is lost and these details have been entered into the Category Details page they can be recovered.

Registration Details

• Registration Number – Enter the registered number for the vehicle, the plate number.
• Registration Expiry – Enter the expiry date for the vehicle in the format dd/mm/yyyy.
• VIN Number – Enter the VIN number. All vehicles today have a VIN number stamped on them.
• Manufacture Year – Enter the year of manufacture.
• Make – Enter the make of the Vehicle.
• Model – Enter the model of the Vehicle.
• Type – Enter the Type of Vehicle.
• Color – Enter in the Color of the Vehicle.
• Engine Number – Enter in the Engine number.
• Transmission Number – Enter in the Transmission number for the vehicle.
• Genset Number – This item applies to a generator and is the generators serial number.
• Genset Type – This item applies to a generator and the the generators type.

Service Periods and Dates

• Last Service – Enter the data that the vehicle was last serviced. Enter manually or use the date pick calendar.
• Next Service – Enter the date of the next service due for the vehicle. Enter manually or use the date pick calendar.
• Current km – Enter the current odometer reading in kilometres/miles for the vehicle.
• Next Service km – Enter the number of kilometres/miles to the next service.
• Current Operate – This field will accept any characters and can be used for anything that the user wants.
• Next Service Operation – This field will accept any characters and can be used for anything that the user wants.
• Volume per load – This fields may be used to store the volume per load or the weight or payload of the vehicle.

Property/Land Category Page

When this option is is selected, SapphireOne will display the asset ID and Name at the top of the screen.

Artwork Category Details Page

• Artwork – When this option is is selected from the Type menu on the Details Page, SapphireOne will display the asset ID and Name at the top of the screen.
• Art Category – This is a drop down menu where the user is able to add and delete items from it as required.
• Value – Enter in a value for the artwork.
• Valuers Notes – Any notes concerning the artwork may be entered here. This would include any valuers reports.

Other Equipment Category Details Page

Other Equipment – When this option is selected from the Type Drop down menu on the Details Page, SapphireOne will only display the asset ID and Name at the top of the screen. When the Asset is saved, there will be no alert displayed stating that the Asset has not been categorised.

Asset Inquiry Custom Page

This is the Custom page for Assets. All of the Area Headings and Field Names can be customised to your needs. You may do this through the Change Names function by going to: Utilities / Controls / Change Names. We have a total of eight customisable alpha fields, eight customisable numerical fields, six customisable date fields and two text fields.

Asset Inquiry Depreciation Page

This Depreciation Page allows for the set up and recording of depreciation values for both Tax and Company based rates of depreciation for an Asset. This information is then used by SapphireOne when the Auto Depreciation function is executed. The Auto Depreciation function will have the Tax option selected while the Company option is available for the user to select each time the Auto Depreciation function is run.

If your company uses more than two depreciation methods you will have to use a Method Inquiry to add in additional methods. To do this go to Assets > Assets > Method Inquiry. Create the new Method there with the basic details. Once the new Method has been created it will be displayed in the Method Page which is the next page in this Asset Inquiry. This can also be activated by the Auto Depreciation function. In the two methods displayed here the user has a choice to select Straight Line, Diminishing Value or Cost Price.

Miscellaneous Area

The miscellaneous area allows the recording of miscellaneous details regarding the asset depreciation, these are common across both DGJ, Tax and DCO Company depreciation methods.

• Motor Vehicle Checkbox – Select only if the Asset is to be classed as a Motor Vehicle.
  • If the checkbox above is selected an additional data entry field will be displayed as Cost Price Limit. Enter in a value if required.
• Business Use – By default SapphireOne will enter in 100%. If the business usage is less than 100% enter in a numerical value without the % symbol.

The designation of both Tax and Company in the two areas documented below can be renamed by going to Master Defaults > Assets.

Tax Area

The Tax area allows the entry of Tax related depreciation information. This is the main depreciation method and Depreciation generated using this method will generate General Ledger Journals in Accounts mode.

• Opening Written Down Value – SapphireOne will enter the Tax Written Down Value.
• Expected Life in Years – Enter the expected life of the Asset in Years as determined by the Tax office.
• Self Assessed Checkbox – If the depreciation is to be self assessed.
• Expected Residual Value – Enter the expected residual Value of the asset.
• Suggested Rate – SapphireOne will enter a rate based on data entered elsewhere in this asset.
• Depreciation Type – This drop down menu has three options as follows.
  • Straight Line, Diminishing Value and Cost Price.
• Rate – Enter the actual rate of depreciation.
• Depreciation this year – If the Asset has had the Auto depreciation function executed during the financial year SapphireOne will display that amount here.
• Depreciation Prior Year – SapphireOne will display the previous years depreciation here.
• Checkboxes – As itemised below we have five checkboxes.
  • Low Cost Pool – If this checkbox is selected SapphireOne will not be included when the Auto Depreciation function is run and include it in the Low Cost Pool.
  • Include in the Low Cost Pool when the WDV is less than $100 – This Asset will be included in any Auto Depreciation runs until its WDV is less than $100. It will the be switched to the Low Cost Pool automatically.
  • Software Development Pool – When this checkbox is selected SapphireOne will place the Asset in the Software Development pool.
  • Fully Depreciate On Auto – When this check box is selected SapphireOne will not move the item out of the list when the Auto function is executed. SapphireOne will continue to depreciate the item down to zero if allowed to continue.

Its important to note that if there appears to be no accumulated depreciation for the Asset, SapphireOne will assume that the Asset is New this Financial Year.

Company Area

The Company area allows the entry of “Company” related depreciation information. This is a secondary depreciation method and Depreciation generated using this method will NOT generate any General Ledger Journals in Accounts mode.

• Opening Written Down Value – Enter the Company Written Down Value.
• Expected Life in Years – Enter the Companies expected life in Years.
• Expected Residual Value – Enter the Companies Expected Residual Value.
• Suggested Rate – Enter the Companies rate of depreciation.
• Depreciation Type – This drop down menu has three options as follows.
  • Straight Line, Diminishing Value and Cost Price.
• Rate – Enter the companies rate of depreciation.
• Depreciation this year – If the Asset has had the Auto depreciation function executed and the Company Checkbox selected during the financial year, SapphireOne will display that amount here.
• Depreciation Prior Year – If the Asset has had the Auto depreciation function executed and the Company Checkbox selected during the previous financial year, SapphireOne will display the previous years company depreciation here.
• Fully Depreciate On Auto – When this check box is selected SapphireOne will not move the item out of the list when the Auto function is executed. SapphireOne will continue to depreciate the item down to zero if allowed to continue.

Asset Inquiry Valuation Page

This Valuation page in and Asset Inquiry displays valuation information generated from depreciation and purchasing the asset. If your company uses more than two depreciation methods you will want to use the method page. Note that addition methods will have to be created first by going to Assets > Assets > Method Inquiry, before they will be displayed in the Methods Page here in an Asset Inquiry.

Tax & Company Areas

Since both the Tax and Company areas are identical we will document the Tax area only as all data fields populated by SapphireOne in the Company area are the same. This will avoid some duplication of the documentation.

There are no user entered data entry fields on this Valuation page in an Asset Inquiry.This page displays valuation information generated from Depreciation and Purchasing. It also displays the required information when an asset is disposed of or sold.

The Tax area displays Tax related depreciation information. This is the main depreciation method and Depreciation generated using this method will generate General Ledger Journals in Accounts mode.

The Company area also displays ‘Company’ related depreciation information which is the second depreciation method which is the company based depreciation method.

• Opening Written Down Value – This displays the current opening Written Down Value of the Asset.
• Disposal – If a disposal Journal has been created for this Asset SapphireOne will display the value in this field.
• Profit/Loss on Disposal – From the disposal Journal above SapphireOne will display any profit or loss made on the disposal of the Asset.
• Capital Gain – If a capital gain is applicable for the disposal it will be displayed here.
• Additions – If any additions are made to the asset they will be displayed in the Cost and Date fields below.
  • Cost – The dollar value of the cost of the addition.
  • Date – The date that the addition was made.
• Depreciation this Month – This display any depreciation entered for the current Month.
  • Month From – The commencement date for the month.
  • Month To – The ending date foe the month.
• Depreciation this Year – Total depreciation for the current financial year.
• Closing Written Down Value – The current closing written down value.
• Accumulated Depreciation – The depreciation for the Asset from day one.

Asset Inquiry Method Page

Select the method to edit or view by double clicking. If you use multiple methods of depreciation they will initially need to be created by going to Assets > Assets > Method Inquiry. Once these additional methods have been created they will added to the list as seen below.

Then double click on the method to add or modify it. In a Method Inquiry when the method was first created there was provision for the entry of some basic details. The user may now in this methods page add in additional values that are unique for this Asset.

It should be noted that while there is both the Tax method, DGJ, and the Company method, DCO, both screens are identical. For this reason we will only document one of the methods.

Method area

Details in this are are inserted by SapphireOne. The Method and Asset ID and Name are inserted from the details already in this Asset Inquiry

Depreciation Area

• Depreciation Cost Limit – Enter in a Cost limit for depreciation.
• Expected Life in Years – Enter the life in years for the Asset.
• Expected Residual Value – Enter in the residual value of the Asset.
• Suggested Rate – SapphireOne will enter an expected residual rate for the Asset.
• Rate Type Menu – There are three options, Straight Line, Diminishing Value, Cost Price.
• Rate – Enter in the percentage that you want the asset depreciated at.

The remainder of the items on this Method page are for the display of existing accumulated Depreciation for the asset.

• Depreciation this Year – The value of depreciation for the Asset for the current financial year.
• Depreciation prior year – The depreciation accumulated for the previous financial year.
• Depreciation this Month – Depreciation accumulated during the current month will be displayed here.
• Month From & To – The current month, From and To.
• Accumulated Depreciation – This displays the total accumulated depreciation for this Asset.
• Fully Depreciate on Auto checkbox – This asset is not to be moved to the Low Value Pool and depreciated there. It must remain in the list when Auto Depreciation function is run and continue to be depreciated down to zero if left in the list.

Valuation Area

All the values in this valuation area are entered from other areas of SapphireOne and are for viewing only.

• Opening Written Down Value – The opening WDV.
• Disposal Value – An estimated disposal value.
• Profit / Loss on Disposal – When a Disposal Journal is created for this Asset SapphireOne will display the value.
• Capital Gain – From the disposal Journal SapphireOne will calculate and display if a capital gain or loss has been inccurred.
• Additions – If any additions have been made to the asset, SapphireOne will display the date and cost of the addition to the Asset.
• Balancing Adjustment – The value of the balance.
• Depreciation This year – The total depreciation for the current financial year.
• Closing Written Down Value – The closing WDV.
• Revaluation Value – The revaluation values.

Asset Inquiry Transactions Page

The Transaction page displays a simple list of the current asset based transactions relating to this asset.  Asset transaction for the current month are displayed.

Asset Inquiry History Transactions Page

The History Transaction page displays a list of historical transactions relating to this asset.

Digital Assets Page

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

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