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IACP Fixed Assets
Finance — Fixed Asset Management | Mgr: Hillary Obukui
✉ ← Portal ← Dashboard
System overseen by Kubariho Venture — Project Manager & System Admin
Fixed Asset Register
Asset CodeAsset NameCategoryLocation Serial No.Purchase DatePurchase Cost (UGX) Book Value (UGX)DeptStatusActions
Depreciation Schedule
Asset CodeAsset NameCategoryMethod Opening Book ValueMonthly Dep.YTD Depreciation Closing Book Value% Depreciated

Upcoming Maintenance (Next 30 Days)

Maintenance Cost YTD by Category

Maintenance Records
Asset CodeAsset NameService DateType DescriptionCost (UGX)Service Provider Next ServiceStatus
Asset Disposals
Asset CodeAsset NameDisposal DateMethod Proceeds (UGX)Book Value at DisposalGain / Loss ReasonApproved By
Fixed Asset Reports

Tab 1 — Asset Register

  1. Click + Add Asset to register a new fixed asset. The Asset Code is auto-generated in the format IACP/ASSET/YYYY/NNN.
  2. Fill in all required fields: Asset Name, Category, Location, Purchase Date, Purchase Cost, Useful Life, and Depreciation Method.
  3. Salvage Value is the estimated residual value at end of useful life — used in Straight-Line depreciation calculations.
  4. Use the Edit action button to update any asset details after registration.
  5. Use Print Label to generate a printable asset tag with the Asset Code and department. Stick the label on the physical asset.
  6. Use Dispose to move an asset into the Disposals tab. This changes its status to Disposed.
  7. Filter the register by Category, Location, Status, or Department using the dropdowns above the table.

Tab 2 — Depreciation

  1. Depreciation is calculated monthly. Click Run Depreciation at the start or end of each month to record the period's depreciation.
  2. The system locks the run if depreciation has already been processed for the current month to prevent double-posting.
  3. Straight-Line formula: (Cost - Salvage Value) / Useful Life (years) / 12 per month.
  4. Reducing Balance formula: Current Book Value x (Annual Rate / 12) per month. The rate is derived from useful life: Rate = 1 / Useful Life.
  5. YTD Depreciation accumulates from January of the selected year. Use the Year filter to view historical schedules.
  6. Click Print Schedule to generate a formal depreciation report for the Finance department.

Tab 3 — Maintenance

  1. The Upcoming Maintenance section at the top shows assets due for service within the next 30 days — review this weekly.
  2. Click + Record Maintenance after completing service. Select the asset, enter the service date, type (Preventive/Corrective/Inspection), cost, service provider, and next service date.
  3. Records where the Next Service Date has passed and status is not Completed are automatically highlighted in red as Overdue.
  4. The Maintenance Cost YTD bars show total spending per asset category for the current year — useful for budget planning.

Tab 4 — Disposals

  1. Click + Record Disposal to retire an asset. Select the asset from the dropdown — the current Book Value is auto-filled.
  2. Enter the disposal method (Sale, Scrap, Donation, Write-off), proceeds received, reason, and name of the approving officer.
  3. Gain/Loss is auto-calculated: Proceeds - Book Value at Disposal. A positive number is a gain; negative is a loss.
  4. Once a disposal is recorded, the asset status changes to Disposed and it no longer appears in the active register.
  5. Click Print Report to generate a formal disposal register for audit purposes.

Tab 5 — Reports

  1. Select any report and click Print Report — the system generates a formatted, print-ready report with the IACP letterhead.
  2. Reports include: Asset Register (by category with subtotals), Depreciation Summary (YTD by category), Assets by Department, and Maintenance Cost Report.
  3. All reports use the standard IACP report header showing the organization name, location, reference number, date, and officer details.
Always obtain approval from the Finance Manager (Hillary Obukui) before printing official reports for external submission or audit.