Overview

The Depreciation screen lets you run depreciation calculations on your assets. Depreciation reduces the net book value (NBV) of assets over time according to each asset's configured depreciation method. You create depreciation batches, review the calculated values, and then process (post) those batches to update your asset records. This screen is available to users who have the depreciation permission.

Getting here

From the sidebar, click Transactions and then click Depreciation.

What you can do on this screen

View a summary of the current depreciation period, including assets in scope, current NBV, and expected NBV
Start a new depreciation run for all eligible assets or for selected assets
Run depreciation per company when multiple companies are configured
Search, filter, and sort your transaction history
Open a previous batch to review its details
View the transaction history for a batch
Export batch data to CSV or Excel
Save a batch as a draft to return to later
Process a batch to post depreciation transactions
Add or remove assets from a batch
Edit depreciation values or percentages for individual assets
View the calculation breakdown for each asset in a batch

Starting a new depreciation run

Run depreciation for all eligible assets in the current period

On the Depreciation landing page, locate the Current Period card.
Select the Run button on the card.
The system fetches all eligible assets and calculates depreciation values automatically.
You are taken to the batch entry screen with all eligible assets included.

If no assets are eligible for depreciation in the current period, a message tells you that no eligible assets were found.

Start a depreciation run by selecting assets manually

Select the Start New Depreciation Run button at the top of the page.
The asset selection dialogue opens.
Use the search bar and filters (category, sub-category, location, sub-location, posting frequency) to find assets.
Tick the checkbox next to each asset you want to include. You can also use the header checkbox to select all visible assets.
Click Add Selected Assets to confirm your selection.
You are taken to the batch entry screen with the selected assets included.

Run depreciation for a specific company

If your organisation has multiple companies, click All Companies from the company selector to see a summary of each company. Select the Run button next to the company you want to depreciate.

Editing batch header details

On the batch entry screen, you can edit the following header fields before saving or processing.

Enter a Reference for the batch. This field is required unless your system is configured to generate references automatically. The reference can be up to 10 characters.
Set the Date for the depreciation run. This defaults to today's date.
Optionally enter Notes (up to 400 characters) to record any additional information about this batch.

The Year and Period fields are read-only and are set automatically based on the current company period.

Reviewing and editing depreciation values

Each asset in the batch is shown in the Transaction Details grid with its calculated depreciation values.

Edit the depreciation percentage for an asset

In the Depreciation % column, select the value for the asset you want to edit.
Type a new percentage.
Select outside the field or press Tab to confirm. The depreciation value and closing NBV update automatically.

Edit the depreciation value for an asset

In the Depreciation Value column, select the value for the asset you want to edit.
Type a new value.
Select outside the field or press Tab to confirm. The depreciation percentage and closing NBV update automatically.

View the calculation breakdown for an asset

Select the expand arrow to the left of the asset row.
The expanded section shows two areas:
- Why this value? displays the calculation inputs, including the depreciation method, residual value, useful life, posting frequency, and other method-specific details.
- Formula displays the formula used and a step-by-step calculation breakdown.

Adding more assets to a batch

On the batch entry screen, click Add Assets above the transaction details grid.
The asset selection dialogue opens.
Search for and select the assets you want to add.
Click Add Selected Assets. Duplicate assets (already in the batch) are automatically excluded.

Removing assets from a batch

Tick the checkbox next to each asset you want to remove.
Click Remove Lines above the transaction details grid. The button shows the number of selected assets.
A confirmation dialogue appears. Click Remove Assets to confirm.

Saving a batch

Review the batch header details and depreciation values.
Click Save in the top-right corner of the batch entry screen.
The batch is saved and you can return to it later from the transaction history.

Processing a batch

Processing a batch posts the depreciation transactions. This action cannot be undone.

Review the batch header details and depreciation values.
Click Process in the top-right corner of the batch entry screen.
A confirmation dialogue appears showing the number of assets and the total depreciation amount. If your company uses a different currency from the home currency, the home currency equivalent and exchange rate are also shown.
Click Process Batch to confirm, or Review Again to return to the batch.
On success, a confirmation message appears and you are returned to the Depreciation landing page.

Cancelling a batch

Select the back arrow in the top-left corner of the batch entry screen.
If you have unsaved changes, a confirmation dialogue appears asking whether you want to cancel. Click Yes, Cancel Batch to discard your changes, or Keep Working to stay on the batch.

Searching and filtering transaction history

Search transactions

On the Depreciation landing page, type in the Search transactions box.
The transaction history table filters as you type. You can search by reference, status, or posted-by name.

Filter transactions

Open the right panel by clicking the Filters tab.
Set your filter criteria, such as date range, status, transaction amount range, asset count range, or NBV range.
The transaction history updates automatically. An active filter count badge appears on the Filters tab.

Sort transactions

Select any column header in the transaction history table to sort by that column. Select the same header again to reverse the sort order. Select a third time to remove sorting for that column.

Opening a previous batch

Find the batch in the transaction history table.
Click Open to view the batch details. If the batch has been posted, it opens in read-only mode with a Completed badge.

Viewing transaction history for a batch

Find the batch in the transaction history table.
Click View Transaction History to navigate to the Transaction History enquiry screen, filtered to that batch reference.

Exporting batch data

Export from the transaction history

Find the batch in the transaction history table.
Select the overflow menu (three dots) on the right of the row.
Choose Export CSV or Export Excel.

Export from the batch entry screen

Open a batch.
Select the overflow menu (three dots) in the top-right corner.
Choose Export to CSV or Export to Excel.

Field reference

Batch header fields

Field	Description
Reference	A short identifier for the batch (up to 10 characters). Required unless auto-generated references are enabled.
Date	The date of the depreciation run. Defaults to today's date.
Notes	Free-text notes about the batch (up to 400 characters). Optional.
Year	The financial year for the batch. Read-only; set automatically from the company period.
Period	The financial period for the batch. Read-only; set automatically from the company period.

Transaction details grid columns

Column	Description
Asset Code	The unique code identifying the asset.
Asset Description	The name or description of the asset.
Acquisition Cost	The original cost of the asset.
Opening NBV	The net book value of the asset at the start of this depreciation period.
Residual Value	The estimated value of the asset at the end of its useful life.
Method	The depreciation method assigned to the asset (for example, Straight Line, Reducing Balance, Sum of Digits, or Period Ratio).
Life Remaining	The remaining useful life of the asset, shown in years.
Depreciation %	The depreciation rate applied to the asset. Editable on draft batches.
Depreciation Value	The calculated depreciation amount for this period. Editable on draft batches.
Closing NBV	The net book value of the asset after depreciation is applied. Calculated automatically.

Current period summary fields

Field	Description
Assets	The number of assets eligible for depreciation in the current period.
Current NBV	The total net book value of all eligible assets before depreciation.
Expected NBV	The total expected net book value after depreciation for the current period.

Transaction history table columns

Column	Description
Reference	The batch reference.
Date	The date the depreciation run was created.
Period	The financial period of the batch.
Year	The financial year of the batch.
Assets	The number of assets in the batch.
Company	The company the batch belongs to.
Total Depreciation	The total depreciation amount for the batch.
Posted By	The user who posted the batch.
Posted Date	The date and time the batch was posted.
Status	The current status of the batch (for example, In Progress or Posted).

Footer totals (batch entry screen)

Field	Description
Total Opening NBV	The sum of opening NBV values for all assets in the batch.
Total Depreciation	The sum of depreciation values for all assets in the batch.
Total Closing NBV	The sum of closing NBV values for all assets in the batch.
Home Currency	If the company currency differs from the home currency, the total depreciation converted to the home currency is shown alongside the exchange rate.

Warnings and messages

Message	When it appears
Reference is required	You try to save or process a batch without entering a reference (when auto-generated references are not enabled).
Date is required	You try to save or process a batch without selecting a date.
No assets selected	You try to save or process a batch that has no assets.
No depreciation values	You try to process a batch where no asset has a depreciation value greater than zero.
No eligible assets: No assets are eligible for depreciation in the current period.	You start a run for the current period but no assets qualify.
No new assets added: All selected assets are already in the batch.	You try to add assets that are already in the batch.
Cancel Depreciation Batch? Are you sure you want to cancel this batch? All unsaved changes will be lost and cannot be recovered.	You try to leave the batch entry screen with unsaved changes.
Process Depreciation Batch: This will post the depreciation transactions to the ledger. This action cannot be undone.	You select Process and a confirmation dialogue appears before posting.
Remove Selected Assets: Are you sure you want to remove [number] selected asset(s) from this batch? This action cannot be undone.	You select Remove Lines and a confirmation dialogue appears before removing assets.
Depreciation Completed with Warnings	The batch was posted but some transactions or financial postings encountered issues.
Failed to save batch	An error occurred while saving the batch.
Failed to process depreciation batch	An error occurred while processing the batch.
No data to export	You try to export a batch that contains no asset data.
No transactions found	The transaction history is empty, or no transactions match your search or filter criteria.
No assets remaining for depreciation	All assets in the current period are up to date. No depreciation run is needed.