Asset - Turbocharge Your Revenue Generation

Asset Overview

In SapphireOne, an asset is defined as any tangible or intangible resource owned and operated by an organisation that has the potential to generate economic benefits. Assets are utilised to produce revenue and maintain a value of ownership that can be converted into cash. These assets are integral components of your SapphireOne balance sheet. Examples of fixed assets in SapphireOne include property, machinery, equipment, computers, vehicles, trademarks, intellectual property, artworks, and more.

The SapphireOne Asset Inquiry serves as a centralised data entry point for managing all assets, offering comprehensive control over your asset database. Users can view or modify existing assets directly from the list displayed on the screen. To add a new asset, simply press ‘Command/Ctrl N’ or select the New button on the main toolbar.

Asset Details Page

The Asset Details page is designed to capture the essential information applicable to all asset types. This page serves as a centralised location for recording the fundamental details necessary for effective asset management across your organisation.

The functionality available on the Asset Details Page is outlined below.

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 which is documented extensively to follow. 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.

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 primarily 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 button. 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.

SapphireOne has incorporated functionality that allows users to obtain a map view from a physical address record. To access this feature, click on the underlined “Physical Address” label in the Address Area. This feature is available throughout SapphireOne, including in the Sapphire Web Pack and the Sapphire Custom Web Pack. With this capability, users can obtain a visual representation of the physical location associated with a contact’s address, which can be helpful for planning and logistics purposes.

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 captures essential supplementary information about an asset, including insurance and financial details.

The functionality available on the Asset More Details Page is outlined below.

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.

• Policy Number – Enter the unique identifier for the insurance policy covering the asset. This number is essential for referencing the specific policy in case of claims or inquiries.
• Insurer – Provide the name of the insurance company that has issued the policy. This information is crucial for contacting the insurer for any policy-related matters.
• Expiry Date – Indicate the date on which the current insurance policy will expire. This helps in ensuring timely renewal to maintain continuous coverage.
• Replacement $ – Enter the estimated cost to replace the asset in the event of a total loss. This value is used to determine the coverage amount needed.
• Premium (Ex GST) – Record the amount paid for the insurance policy, excluding Goods and Services Tax (GST). This figure is important for financial planning and budgeting.
• Insured Amount – Specify the total amount for which the asset is insured. This should align with the replacement value to ensure adequate coverage.
• Expiry – This field typically reiterates the expiry date of the policy, ensuring clarity and emphasis on the renewal timeline.

Insurance Notes Area

This area is designated for recording any pertinent information or observations related to the insurance of the asset. You may include details such as special conditions, endorsements, claims history, or any communications with the insurer.

General Ledger Accounts Area

Before purchasing an Asset, it is essential to set up all relevant General Ledger (G/L) accounts, as each field in this section is directly linked to the existing G/L accounts within SapphireOne. To facilitate the search for a specific G/L Account, you can utilise the wildcard symbols “@” or “?”. This feature enables you to establish control accounts specifically for the individual Asset, thereby allowing you to override any generic configurations 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.

• Estimated Usage Per Day: This field allows you to input the average daily usage of the asset. This can be particularly useful for assets that depreciate based on usage, such as machinery or vehicles. Enter the estimated number of hours or units the asset is used each day.
• Days Owned: SapphireOne automatically calculates and displays the total number of days the asset has been owned by your organisation. This is determined from the purchase date of the asset and is updated daily to provide an accurate count of ownership duration.

Costing Split Area

The Asset Inquiry function in SapphireOne allows for a detailed costing split across multiple General Ledger departments. This feature enables you to allocate a unique percentage of the asset cost to each department. Below are the steps and considerations for using this function:

• Department – To add a new department to the Costing Split, click on the Add  button. SapphireOne will automatically position the cursor in the department field, ready for you to enter a Department ID. This field supports wildcard searches, allowing you to use “@” and “?” to efficiently locate the desired Department ID.
• Percentage – For each department added, specify the percentage of the asset cost to be allocated. Ensure that at least two departments are included, and the total percentage across all departments must equal 100%. If the total does not sum to 100%, an alert will be triggered when you attempt to save, prompting you to adjust the percentages accordingly.

Please note that the Delete  and Add  buttons function consistently with other areas within SapphireOne, providing a familiar user experience.

Backlog Area

The Backlog Area in SapphireOne serves as a notational space where you can document various numerical events associated with an asset. This feature is particularly useful for tracking metrics such as kilometres between services, hours of operation, or any other relevant data points. To add a new entry to the backlog, simply select the add button on the toolbar. The key fields to complete for each backlog entry are as follows:

• Log Date – Record the start date of the backlog event using the SapphireOne calendar.
• By – Identify the responsible SapphireOne user by entering their name or using search wildcards.
• Type – Specify a descriptive name or code that categorises the backlog event.
• Operator – Include additional operator details or relevant information related to the backlog.
• Description – Provide a detailed narrative outlining the specifics of the backlog event.
• Reading – Document numerical data such as hours, kilometres, or volumes related to the backlog.
• Complete Date – Indicate the conclusion date of the backlog event using the SapphireOne calendar.

Asset Category Details Page

The Category Details Page serves as a comprehensive repository for maintaining essential records related to each asset. These records are crucial for various purposes, including tax compliance, installation, and verification, and help ensure that important information is not lost over time following the initial acquisition of the asset.

This page is directly linked to the Type Selection made by the user on the initial Asset Details Page of the Asset Inquiry. Depending on the category chosen from the Type drop-down menu, a corresponding Category Page is displayed, featuring data entry fields tailored to the specific asset type. There are currently 10 distinct categories available, which include:

1. Not Categorised
2. Computer Equipment
3. Plant Equipment
4. Motor Vehicles
5. Property/Land
6. Artwork
7. Photographic and Film Equipment
8. Trademark
9. Patent
10. Other Equipment

Each category page is designed to capture and store information pertinent to the respective asset type, ensuring that all necessary details are readily accessible and well-organised, and are detailed to follow.

Asset Category Details Page – Not Categorised

When a new asset is added to the SapphireOne Asset registry, the default setting for the Type option on the Details Page is “Not Categorised.” If an alternative type value is not assigned on the Asset Details Page before saving, SapphireOne will issue an alert indicating that the asset has not been categorised. Despite this alert, you can still proceed to save the asset by selecting the tick button . In such cases, the Asset Details Page will display the asset information as follows.

Asset Category Details Page – Computer Equipment

The Computer Equipment Category Details Page is designed for managing records of computer assets. It offers a structured framework to capture and organise essential information for easy access. The page features tailored data entry fields that address the specific attributes and specifications of computer equipment, enhancing asset management.

The functionality available on the Computer Equipment category details page is outlined below.

• ID – SapphireOne automatically assigns the ID based on the information provided on the Details Page.
• Name – SapphireOne automatically assigns the Name based on the information provided on the Details Page.
• Owner – Enter the ID of the owner or user responsible for this asset. Ensure the user has a record in SapphireOne, requiring a valid user ID.
• Is Active Checkbox – This checkbox is selected by default when creating an asset category. Deselect it to mark the category as inactive.
• Site Address – Enter the site address where the computer equipment is located.
• Office – Enter the office address associated with the equipment.
• Rack – Provide details about the racking where the equipment is stored.
• Box Configuration – Choose from existing options such as Desktop, Laptop, and Rack Mount, or add new configurations as needed.
• Device Type – Select from options like Backup Service, Firewall, RAID, Server, and Workstation, or add new types as required.
• Manufacturer – Enter the manufacturer’s name. If a new entry is needed, confirm the spelling when prompted.
• Platform – Common platforms such as Linux, Macintosh, and Windows are pre-entered. Add additional platforms if necessary.
• Version – Enter the version number of the equipment.
• Model Number – Provide the model number of the computer equipment.
• Mac Address – Enter the MAC address if known or required, especially important for routers.
• DHCP | Fixed: The default setting is Fixed IP. Select the DHCP checkbox to enable DHCP protocol, allowing the asset to receive its IP address from a network DHCP server.
• I.P. Address Range Min – Set the minimum IP address for the asset.
• I.P. Address Range Max – Set the maximum IP address for the asset.
• I.P. Address Internal – Enter an internal IP address for the asset if needed.
• I.P. Address External – Enter an external IP address for the asset if needed.
• Firewall Zone – Provide details about the firewall zone.
• Host – Enter host details relevant to the asset.
• Encryption Key – Enter any encryption keys associated with the asset.
• Encryption Level – Choose from encryption levels ranging from 64-bit to 1024-bit, or add new levels as required.
• Service – Enter the next service date or any relevant service information.
• Software – Provide details about the software installed on the equipment.
• Version – Enter the software version number.
• Version Date – Enter the date of the software version.
• Serial Number – Enter the hardware serial number.
• License Number – Enter the license number associated with the asset.
• Primary User – Enter the name of the primary user or manager of the asset.
• NetBIOS Name – Enter the NetBIOS name if known.
• Updated Date – Enter the date of the most recent update to the asset.
• EAN – Enter the European Article Number (EAN) if applicable.
• Wi-Fi Mac Address – Enter the Wi-Fi MAC address if applicable.
• Firmware – Enter the firmware version or details if applicable.
• Notes – Enter any additional notes or comments regarding the asset.
• Remote Access Procedure – Document any procedures for remote access to the asset.

Password Area

When an asset is categorised as ‘Computer Equipment’ and linked to a specific password, the Password area will automatically update. To establish this link, navigate to Assets > Assets > Password within SapphireOne. Enter the Asset ID in the appropriate Hardware or Software data entry fields to associate the password with the Computer Equipment asset. This ensures seamless integration and management of passwords related to your computer equipment assets.

Asset Category Details Page – Plant Equipment

The Asset Inquiry Plant Equipment Category Details Page in SapphireOne is tailored to provide in-depth asset records of your Trade Plant Equipment. Users can efficiently manage and update asset information, ensuring that each record is accurately maintained and aligned with organisational requirements.

The functionality available on the Plant Equipment category details page is outlined below:

• ID – SapphireOne will display the asset’s ID, which is populated from the data entered on the Details Page.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page.
• Hardware – Enter the specific hardware details associated with the asset. This may include specifications or model information relevant to the plant equipment.
• Manufacturer – Enter the name of the manufacturer of the asset.
• Version: Enter the version of the asset, indicating any specific model or iteration.
• Version Date – Enter the version date in the format specified in the field, which helps track updates or changes to the asset.
• Is Active Checkbox – This checkbox is automatically selected when creating an asset category. You can deselect the checkbox to mark the category as inactive if it is no longer in use.
• Serial Number – Enter the serial number for the asset, which is essential for tracking and identification.
• Secondary Serial Number – Enter a secondary serial number if applicable, providing additional identification for the asset.
• License # – Enter a license number for the asset if required, which may be necessary for compliance or regulatory purposes.
• EAN – Enter the European Article Number (EAN) for the asset, which is useful for inventory and tracking purposes.
• Updated Date – If any updates have been completed for this asset, enter the date here to maintain an accurate record of modifications.
• Notes – Any notes or comments about the asset may be entered here, providing additional context or information that may be relevant to its management or operation.

Asset Category Details Page – Motor Vehicles

The Motor Vehicles Category Details Page in SapphireOne is designed to manage and maintain records of vehicles that require registration for on-road use. This page provides dedicated fields for storing essential registration details and other pertinent information related to each registered asset. By utilising this feature, your organisation can ensure comprehensive documentation and efficient management of its motor vehicle assets, facilitating compliance and optimising asset utilisation.

Most of the items listed below can be found on the registration papers for the registered vehicle:

• ID – SapphireOne will display the asset’s ID, which is populated from the data entered on the Details Page.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page.
• Registration Number – Enter the registered number for the vehicle, commonly known as the plate number.
• Registration Expiry – Enter the expiry date for the vehicle’s registration in the format dd/mm/yyyy.
• VIN Number – Enter the Vehicle Identification Number (VIN). All modern vehicles have a VIN stamped on them for identification purposes.
• Manufacture Year – Enter the year the vehicle was manufactured.
• Make – Enter the make of the vehicle, indicating the brand or manufacturer.
• Model – Enter the model of the vehicle, specifying the particular version or design.
• Type – Enter the type of vehicle, such as sedan, SUV, truck, etc.
• Colour – Enter the colour of the vehicle.
• Engine Number – Enter the engine number, which is unique to the vehicle’s engine.
• Transmission Number – Enter the transmission number for the vehicle, if applicable.
• Genset Number – This applies to vehicles equipped with a generator and refers to the generator’s serial number.
• Genset Type – This applies to vehicles with a generator and refers to the type of generator installed.
• Last Service – Enter the date the vehicle was last serviced. You can enter this manually or use the date picker calendar.
• Next Service – Enter the date when the next service is due for the vehicle. This can also be entered manually or selected using the date picker calendar.
• Current km: Enter the current odometer reading in kilometres or miles for the vehicle.
• Next Service km – Enter the number of kilometres or miles remaining until the next service is due.
• Current Operator – This field accepts any characters and can be used to record information about the current operator or driver of the vehicle.
• Next Service Operator – This field accepts any characters and can be used to record information about the operator responsible for the next service.
• Volume per Load – This field may be used to store the volume per load, weight, or payload capacity of the vehicle.
• Notes – Enter any notes or comments about the asset here, providing additional context or information relevant to its management or operation.

Asset Category Details Page – Property/Land

The Property/Land Category Page is tailored to manage and document records of property and land assets within your organisation. This page provides specialised fields for capturing essential details. By leveraging this feature, your organisation can ensure accurate record-keeping and effective management of its property and land assets, supporting strategic decision-making and optimising asset value.

The functionality available on the Property/Land Equipment category details page is outlined below:

• ID – SapphireOne will display the asset’s unique ID, which is automatically populated from the data entered on the Details Page. This identifier is crucial for tracking and managing the asset efficiently within your organisation.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page. This name provides a clear and concise reference to the specific asset, aiding in easy identification and management.
• Location – This field indicates the current location of the asset. It allows users to track where the asset is stored or utilised, ensuring effective management and allocation of resources. Users can view and update the location details as necessary to maintain accurate records.
• Physical – Enter the physical address or description of the asset’s location. This may include specific details such as street address, coordinates, or any other relevant geographical information. Users can select the underlined Physical heading to view a map of the location, facilitating easy navigation and verification.
• Notes – This section allows users to enter any additional information or comments about the asset. Notes can provide context, usage instructions, maintenance history, or any other relevant details that may assist in the asset’s management or operation. Users can also utilise the Green Clock Icon to add a time and date stamp to the notes, ensuring accurate record-keeping.

Asset Category Details Page – Artwork

The Artwork Category Details Page is designed to provide a comprehensive overview of individual artwork asset records within your organisation. This page allows you to meticulously document and manage specific details related to each piece of artwork. By utilising this feature, your organisation can maintain precise records, ensuring the effective management and appreciation of its artwork assets. This detailed approach supports informed decision-making and enhances the overall stewardship of your valuable art collection.

The functionality available on the Artwork category details page is outlined below:

• ID – SapphireOne will display the asset’s unique ID, which is automatically populated from the data entered on the Details Page. This identifier is essential for tracking and managing the artwork within your organisation.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page. This name serves as a clear reference to the specific piece of artwork, facilitating easy identification and management.
• Art Category – This is a drop-down menu that allows users to select the appropriate category for the artwork. Users have the flexibility to add or delete items from this menu as needed, ensuring that the categorisation remains relevant and up-to-date.
• Value – Enter the monetary value of the artwork in this field. This information is crucial for financial tracking and insurance purposes, providing a clear understanding of the artwork’s worth.
• Valuers Notes – This section is designated for entering any notes or comments concerning the artwork. It is particularly useful for including valuer’s reports or any other relevant documentation that provides context or insights into the artwork’s appraisal.

Asset Category Details Page – Photographic and Film Equipment

The functionality available on the Photographic and Film Equipment category details page is outlined below.

• ID – SapphireOne will display the asset’s unique ID, which is automatically populated from the data entered on the Details Page. This identifier is crucial for tracking and managing the equipment within your organisation.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page. This name serves as a clear reference to the specific piece of equipment, facilitating easy identification and management.
• Manufacturer – This field allows you to enter the name of the manufacturer of the equipment. Knowing the manufacturer is important for warranty, support, and compatibility considerations.
• Firmware Version – Enter the current firmware version of the equipment in this field. Keeping track of firmware versions is essential for ensuring the equipment is up-to-date with the latest features and security patches.
• Version Date – This field is used to record the date when the current firmware version was released or installed. This information helps in tracking updates and maintenance schedules.
• Is Active Checkbox – This checkbox indicates whether the equipment is currently active and in use. Checking this box helps in managing inventory and operational status.
• Serial Number – Enter the unique serial number of the equipment here. The serial number is vital for identification, warranty claims, and service requests.
• License # – This field is for entering any relevant license number associated with the equipment. This could include software licenses or operational permits required for use.
• Updated Date – Record the date when the equipment details were last updated in this field. This helps maintain accurate and current records.
• EAN – Enter the European Article Number (EAN) for the equipment. The EAN is a barcode standard that helps in tracking and inventory management.
• Notes – This section is designated for entering any additional notes or comments concerning the equipment. It is useful for including maintenance records, special instructions, or any other relevant information.

Asset Category Details Page – Trademark

The functionality available on the Trademark category details page is outlined below.

• ID – SapphireOne will display the asset’s unique ID, which is automatically populated from the data entered on the Details Page. This identifier is essential for tracking and managing trademark records within your organisation.
• Name – SapphireOne will display the asset’s Name, also populated from the data entered on the Details Page. This name serves as a clear reference to the specific trademark, facilitating easy identification and management.
• Description for Trademark Purposes – This field allows you to provide a comprehensive description of the trademark. It should include details about the trademark’s purpose, its significance to your organisation, and any distinguishing features that set it apart in the marketplace.
• Logo – Upload the primary logo associated with the trademark. This visual representation is crucial for brand recognition and should be the most commonly used version of your logo.
• Alternate Logo – If applicable, upload an alternate version of the logo. This could be a variation used for different contexts or formats, ensuring flexibility in branding while maintaining trademark protection.
• Class List – Select from a list of IP Australia recognised trademark classes. This classification helps in identifying the categories under which your trademark is registered, ensuring appropriate protection across different sectors.
• List – Edit the assigned lists to manage and update the trademark’s classification and associated details. This functionality allows for the addition or removal of classes as needed.
• Class Details List – This section provides detailed information about each selected class, including descriptions and any specific requirements or limitations. It ensures that all aspects of the trademark’s classification are thoroughly documented.
• Country List – Record each country where the trademark is registered, along with the respective registration and renewal dates. This is vital for managing international trademark protection and ensuring compliance with varying legal requirements.

Asset Category Details Page – Other Equipment

Upon selecting the “Other Equipment” option from the Type drop-down menu on the Details Page, SapphireOne will display the assets ID and Name. Notably, when the asset is saved, SapphireOne will not issue an alert indicating 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

The Asset Inquiry Depreciation Page in SapphireOne is designed to facilitate the setup and recording of depreciation values for both Tax Jurisdiction and Company-based depreciation rates for an asset. This information is crucial when executing the Auto Depreciation function within SapphireOne. By default, the Auto Depreciation function will select the Tax option, while the Company option remains available for user selection each time the function is executed.

If your organisation employs more than two depreciation methods, you will need to utilise the Method Inquiry feature to incorporate additional methods. To do this, navigate to Assets > Assets > Method Inquiry. Here, you can create a new Method by entering the necessary details. Once established, the new Method will appear on the Method Page, which follows the Asset Inquiry page. This new Method can also be activated through the Auto Depreciation function.

Within the two methods displayed on this page, users have the option to select from the following depreciation methods: 

• Straight Line
• Diminishing Value
• Cost Price

These options allow for flexibility in aligning with your organisation’s financial strategies and compliance requirements.

The available functionality is as follows.

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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