The Asset Records screen is the main screen for viewing and managing all assets in Access Assets. From here you can browse your full asset register, search and filter assets, create new assets, and open individual assets to view or edit their details. This screen is available to all users who have the assets permission.
Access the Asset Records Screen
Click Asset Records from the sidebar navigation.
Note: All assets with the status Active or Pending / On Order are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
The Asset Records screen is made up of the following sections:
Section | Description |
Search bar | A text field at the top of the screen for searching assets by keyword across fields such as code, name, and description |
Sort dropdown | A dropdown to the right of the search bar for sorting assets by Category, Name, Date, or Value in ascending or descending order |
View toggle | Toggle buttons to switch between Grid view (asset cards) and List view (table with columns) |
Grid settings | A settings (cog) button in the toolbar for controlling card size, photos, and page size when in grid view |
Right-hand panel | A panel on the right-hand side of the screen with tabs for Actions, Notes, Documents, History, Alerts, Filters, and Columns |
Pagination footer | Controls at the bottom of the screen showing the current page, navigation buttons, and Total NBV |
New Asset button | A button in the top-right corner for creating a new asset |
Import button | A button in the top-right corner for importing assets from a file |
Search for Assets
Use the search bar to find assets by keyword. The search checks across asset fields such as code, name, and description.
In the Search assets... field at the top of the screen, type your search term.
Results update automatically as you type.
To clear the search, delete the text from the search field.
The asset list updates to show only assets that match your search term.
Sort Assets
You can sort the asset list to change the order in which assets appear.
Using the Sort Dropdown (Grid and List View)
Click the Sort dropdown to the right of the search bar.
Choose a sort option. The available options are:
Category (A-Z) or Category (Z-A)
Name (A-Z) or Name (Z-A)
Date (Newest) or Date (Oldest)
Value (High-Low) or Value (Low-High)
The asset list reorders according to your selection.
Using Column Headers (List View Only)
In list view, you can also sort by clicking a column header. Sortable columns include Code, Name, Category, Location, Status, Serial Number, Acquisition Date, Acquisition Cost, Net Book Value, and Accumulated Depreciation.
Click a sortable column header to sort ascending.
Click it again to sort descending.
Click it a third time to remove the sort.
An arrow icon appears in the column header to indicate the active sort direction.
Switch Between Grid View and List View
You can display assets as cards in a grid or as rows in a table.
In the toolbar at the top of the screen, find the List and Grid toggle buttons.
Click List to display assets in a table with columns.
Click Grid to display assets as cards.
Your preference is saved and remembered for your next visit.
Adjust Grid View Settings
When using grid view, you can control the card size, whether photos are shown, and how many assets appear per page.
Click the Settings (cog) button that appears in the toolbar when grid view is active.
In the dropdown that appears, you can:
Toggle Show Photos on or off to control whether asset images are displayed
Choose a Grid Size of Comfortable, Standard, or Condensed
Choose a Page Size of 25, 50, or 100
Close the dropdown by clicking elsewhere on the screen.
The grid layout updates immediately to reflect your choices.
Filter Assets
Use the filters panel to narrow down the assets shown on the screen. A wide range of filters is available.
Open the right-hand panel by clicking the Filters tab.
Note: All assets are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Set one or more filter criteria. Available filters include:
Filter | Description |
Company | The company the asset belongs to |
Category and Sub-Category | The asset classification |
Status | The asset lifecycle status (e.g. Active, Pending / On Order, Fully Disposed) |
Location and Sub-Location | The physical location of the asset |
Acquisition Date | A date range for when the asset was acquired |
Acquisition Cost and Net Book Value | Minimum and maximum value ranges |
Assigned To | The person assigned to the asset |
Depreciation Method | The method used to depreciate the asset |
Year / Period | The in-service year and period |
Warranty Expiry Date and Insurance Expiry Date | Date ranges |
Manufacturer, Supplier, Department | Selection or text search filters |
Asset Code, Asset Name, Serial Number, Description, Model | Text search filters |
Useful Life, Accumulated Depreciation, Quantity, Current Base Value, Residual Value | Numeric range filters |
Do Not Depreciate, Used, Hire Purchase, Under Maintenance, Reserved | Yes/no toggle filters |
Created By, Sub Ledger, Invoice Reference, Purchase Order Number, Notes, Barcode, Barcode Value, Import ID | Text search filters |
Click Apply Filter to update the asset list with your filter criteria.
The asset list updates to show only assets that match all of your active filters. A badge on the Filters tab shows the number of active filters.
By default, the screen shows assets with the status Active or Pending / On Order.
Save a Filter Combination
You can save a set of filters to reuse later.
Set up the filters you want to save.
Click Save and Apply.
Enter a name for the saved filter and confirm.
Your filter is saved and appears in the Saved Filters dropdown at the top of the Filters panel. You can select, edit, duplicate, or delete saved filters from there.
Clear Filters
Open the Filters panel.
Remove each active filter value, or select a saved filter that has no criteria.
Click Apply Filter.
Choose Which Columns to Display (List View)
You can control which columns are visible in the list view and change their order.
Open the right-hand panel by clicking the Columns tab.
Tick or untick columns to show or hide them.
Drag columns to reorder them.
The following columns are shown by default:
Column | Description |
Code | The unique identifier for the asset |
Description | The name or description of the asset |
Company | The company the asset belongs to |
Category | The classification of the asset (e.g. Computer Equipment, Vehicles) |
Date Acquired | The date the asset was acquired |
Acquisition Value | The original cost of the asset |
Net Book Value | The current value of the asset after depreciation |
Status | The lifecycle status of the asset |
Location | The physical location of the asset |
Depreciation Method | The method used to calculate depreciation |
Depreciation Frequency | How often depreciation is posted |
In Service Year | The year the asset came into service |
Next Posting Year | The next year a depreciation posting is due |
Current Base Value | The current base value used for depreciation calculations |
Many additional columns are available, including Serial Number, Manufacturer, Model, Assigned To, Quantity, User Values 1-5, User Keys 1-5, User Dates 1-3, Notes, Sub Ledger, Hire Purchase, Invoice Reference, Purchase Order Reference, Warranty dates, Insurance Value, Residual Value, Depreciation settings, Barcode, Currency, home-currency equivalents, and more.
The table updates immediately to show the selected columns in the chosen order.
Select Assets
You can select one or more assets to perform bulk actions.
Tick the checkbox next to each asset you want to select, or tick the checkbox in the header row to select all assets across all pages.
The selection count appears at the top of the list (for example, "3 items selected").
When you select at least one asset, the Actions panel opens on the right-hand side.
To deselect all assets, untick the checkbox in the header row.
Selected assets are highlighted, and the Actions panel shows the available bulk actions.
Create a New Asset
You must have the create assets permission to perform this action.
Click the New Asset button in the top-right corner of the screen.
The Asset Detail view opens in create mode.
Complete the required fields. At a minimum you must provide:
Description (the asset name)
Category
Acquisition Date
Complete any additional fields across the available tabs: Overview, Values, Settings, Compliance, Supplier, Equipment, Lease, and Custom Fields.
Click Create.
Review the summary of the fields you have entered.
Optionally tick Include opening balance values in the next Nominal Ledger Export/Update if you want an Addition transaction to be created for the opening balance.
Click Create Asset to confirm.
If auto-numbering is enabled in your system settings, the Code field displays "Auto" and a code is generated automatically when the asset is saved. Otherwise, you must enter an asset code manually.
A toast message confirms the asset was created successfully and you are taken to the asset detail view.
Required Fields When Creating or Editing an Asset
Field | Condition |
Code | Required unless auto-numbering is enabled |
Description | Always required |
Category | Always required |
Acquisition Date | Always required |
Acquisition Cost | Optional, but cannot be negative |
Company | Required when more than one company exists |
Sub Ledger | Required when the sub-ledger mandatory system option is enabled |
Nominal accounts (Asset Cost, Depreciation B/S, Depreciation P&L, Disposals, Revaluation B/S, Revaluation P&L, Disposals Bank Account, Additions WIP / Bank Account) | Required when the asset's company has an active financials integration |
Project and Cost Centre | Required when compulsory costing is enabled, or when required by the asset's category |
Import Assets
You must have the create assets permission to perform this action.
Click the Import button in the top-right corner of the screen.
Follow the steps in the import wizard to upload your file and map fields.
Assets are imported and appear in the asset list.
For more information, see our Import Assets article.
View an Asset
In the asset list, click the asset code or name. Click the hyperlink, the underlined text.
The Asset Detail view opens, showing the asset's full information.
The detail view is organised into the following tabs:
Tab | Description |
Overview | Basic information such as code, name, description, category, location, status, acquisition date, photos, and assignment details |
Values | Financial information including acquisition cost, net book value, accumulated depreciation, currency, and residual value |
Settings | Depreciation settings (method, percentage, years, posting frequency, in-service period) and nominal account assignments |
Compliance | Regulatory compliance information and inspection records |
Supplier | Supplier name, purchase order number, invoice reference, and hire purchase status |
Equipment | Linked equipment records |
Lease | FRS 102 lease details |
Custom Fields | User-defined values, keys, and dates |
A right-hand panel provides additional information and actions:
Panel Tab | Description |
Actions | Export, transaction history, audit, maintenance, create transactions, print label, and delete |
Notes | View and edit notes for the asset |
Documents | View attached documents |
History | View the change history of the asset |
Alerts | View alerts such as upcoming warranty or insurance expiry |
Edit an Asset
You must have the edit assets permission to perform this action.
Open the asset you want to edit.
Click the Edit button in the top-right corner.
The detail view switches to edit mode. Make your changes across any of the tabs.
Click Save.
Review the summary of changes in the confirmation dialog. Each changed field shows the previous and new value, grouped by section.
Click Confirm & Save.
To cancel your changes, click Cancel. If you have unsaved changes, a confirmation dialog asks whether you want to discard them.
A toast message confirms the asset was updated successfully.
Duplicate an Asset
You must have the create assets permission to perform this action.
Open the asset you want to duplicate.
Click the More actions button (three dots) in the top-right corner.
Click Duplicate Asset.
A new asset is created in create mode, pre-filled with the values from the original asset. The code is appended with "-COPY".
Make any changes needed and click Create to save the duplicate.
A new asset is created with the same details as the original.
Delete Assets
You must have the delete assets permission to perform this action.
Delete a Single Asset from the Detail View
Open the asset you want to delete.
Click the More actions button (three dots) in the top-right corner.
Click Delete Asset.
A confirmation dialog appears. Click Delete to confirm.
Delete One or More Assets from the List
Select the assets you want to delete using the checkboxes.
In the Actions panel on the right, under Other Actions, click Delete Assets.
A confirmation dialog appears. Click Delete to confirm.
The assets are permanently removed. A toast message confirms the deletion. This action cannot be undone.
Dispose of an Asset
You must have the delete assets permission to perform this action.
From the Detail View
Open the asset.
Click the More actions button (three dots) and then click Dispose Asset.
Follow the steps in the disposal wizard.
From the Asset List
Select one or more assets.
In the Actions panel, under Create Transactions, click Disposal.
You are taken to the disposal transaction screen.
A disposal transaction is created for the selected assets.
Create Transactions from Selected Assets
You must have the relevant transaction permission to perform these actions.
Select one or more assets from the list.
Open the Actions panel on the right.
Under Create Transactions, choose one of:
Transaction Type | Description |
Addition | Record new asset additions |
Depreciation | Calculate and apply depreciation |
Revaluation | Adjust asset values |
Disposal | Process asset disposals |
You are taken to the relevant transaction entry screen with the selected assets pre-loaded.
Note: If the selected assets belong to different companies, transaction actions are disabled. Select assets from a single company to create a transaction.
Export Assets
You can export your asset data to CSV, Excel, or PDF format.
Export to CSV or Excel
Open the Actions panel on the right.
Under Export, click Export All to CSV, Export All to Excel, or select assets first to export only the selected items.
The file downloads to your device.
Export to PDF
Open the Actions panel on the right.
Under Export, click Export to PDF.
The PDF file downloads to your device. It includes the currently applied filters in the report header.
A toast message confirms the number of assets exported successfully.
Export a Single Asset to PDF
Open the asset detail view for the asset.
Click the More actions button (three dots).
Click Export to PDF.
A PDF file containing the asset's full details downloads to your device.
Print Asset Labels
Print Labels from the Asset List
Select one or more assets from the list.
In the Actions panel, under Other Actions, click Print Asset Labels.
The label printing dialog opens, allowing you to generate labels for the selected assets.
Print a Label for a Single Asset
Open the asset detail view.
Click the More actions button (three dots).
Click Print Label.
The label printing dialog opens for the asset.
View Transaction History
Select one or more assets from the list.
In the Actions panel, under View History, click Transaction History.
You are taken to the transaction enquiry screen, filtered to show transactions for the selected assets.
Add a Maintenance Record
You must have the edit assets permission to perform this action. This action is available when exactly one asset is selected.
Select a single asset from the list.
In the Actions panel, under Maintenance, click Add Maintenance Record.
Complete the maintenance details in the panel that opens.
Note: The maintenance panel automatically opens from the right-hand side of the screen. You can close the panel by clicking on the arrow icon on the right-hand side middle of the screen.
Save the record.
A toast message confirms the maintenance record was added successfully.
View the Maintenance Log
This action is available when exactly one asset is selected.
Select a single asset from the list.
In the Actions panel, under Maintenance, click View Maintenance Log.
The full maintenance history for the asset is displayed.
Use the Right-Hand Panel
The right-hand panel provides context-sensitive tabs for working with your assets.
Panel Tab | When Available | Description |
Actions | Always | Shows available actions based on your selection, including export options, transaction creation, maintenance, labels, and delete |
Notes | When a single asset is selected | View and edit notes for the asset |
Documents | When a single asset is selected | View attached documents |
History | When a single asset is selected | View the change history of the asset |
Alerts | When a single asset is selected | View alerts such as upcoming warranty or insurance expiry |
Filters | Always | Advanced filtering options for narrowing down the asset list |
Columns | Always | Configure which columns are visible in list view and their order |
Navigate with Pagination
When there are more assets than can fit on one page, pagination controls appear at the bottom of the list.
Use the Previous and Next buttons to move between pages.
Select a page number to go directly to that page.
Use the First and Last buttons to jump to the start or end of the list.
The footer shows which entries are currently displayed (for example, "Showing 1-25 of 150 entries") and the Total NBV (total net book value) of the displayed assets.
Asset Statuses
Status | Description |
Active | The asset is currently in use |
Pending / On Order | The asset has been purchased but not yet received or commissioned |
Out of Service | The asset is temporarily not in use but still owned |
Fully Depreciated | The asset has reached the end of its useful life for accounting purposes but may still be in use |
Part Disposed | The asset has been partially disposed |
Fully Disposed | The asset has been fully sold, scrapped, or written off |
Warnings and Messages
Message | When It Appears | What to Do |
"No assets found" | The asset list is empty, either because there are no assets in the system or the current search/filters return no results | If filters are active, try adjusting your search or filters. If no filters are active, create your first asset |
"Failed to load assets" | The system could not retrieve asset data from the server | Check your network connection and try again. Click the retry button if one is shown |
"Asset Not Found" | You navigated to an asset that does not exist or has been deleted | Click the back button to return to the asset list |
"Description is required" | You tried to save an asset without entering a name in the Description field | Enter a description for the asset and try again |
"Category is required" | You tried to save an asset without selecting a category | Select a category and try again |
"Acquisition date is required" | You tried to save an asset without entering an acquisition date | Enter an acquisition date and try again |
"Asset code is required" | You tried to save an asset without entering a code and auto-numbering is not enabled | Enter an asset code and try again |
"Acquisition value cannot be negative" | You entered a negative number for the acquisition cost | Enter a value of zero or greater |
"Company is required" | You tried to save an asset without selecting a company, and more than one company exists in the system | Select a company and try again |
"Sub ledger is required" | You tried to save an asset without a sub ledger, and the sub-ledger mandatory option is enabled | Enter a sub ledger value and try again |
"[Nominal field] is required" | You tried to save an asset with a missing nominal account field, and the asset's company has an active financials integration | Enter the required nominal account codes on the Settings tab and try again |
"Project is required" / "Cost centre is required" | You tried to save an asset without costing fields, and compulsory costing is enabled | Enter the project and/or cost centre on the Settings tab and try again |
"Cost centre is required for this category" | The asset's category requires a cost centre but none was entered | Enter a cost centre on the Settings tab and try again |
"No acquisition value set" (warning) | You saved an asset with an acquisition cost of zero or no value | This is a non-blocking warning. The asset has been saved, but financial calculations may be affected. You can edit the asset later to add a value |
"Costing fields not set" (warning) | You saved an asset without a project or cost centre, and post costing transactions are enabled for the company | This is a non-blocking warning. The asset has been saved. Consider adding costing fields if you intend to post transactions |
"No changes detected" | You opened the save confirmation dialog but no fields have been changed | No action is needed. Close the dialog |
"Discard Changes" / "Are you sure you want to discard your changes?" | You tried to cancel editing or navigate away from an asset with unsaved changes | Click Discard Changes to lose your changes, or Continue Editing to return to the editor |
"Are you sure?" / "This will permanently delete [n] asset(s). This action cannot be undone." | You selected the delete action for one or more assets | Click Delete to confirm the deletion, or Cancel to keep the assets |
"Selected assets belong to different companies. Transaction actions are disabled." | You selected assets from more than one company and tried to create a transaction | Deselect assets so that only assets from a single company are selected, then try again |