Add Assets with Smart Entry

By Gregg Hopfeldt · 2025-05-20

Smart Entry creates a defensible, repeatable path for adding individual assets to your fixed asset register—one question at a time.

The Logic

Smart Entry presents a guided question flow. Required fields must be completed before the asset is saved, which prevents partial entries from creating gaps in your register. The feature checks your financial year start date and, for assets purchased before that date, presents an additional depreciation question. If depreciation rates and methods are already configured, Smart Entry can calculate accumulated depreciation automatically. This logic eliminates formula drift by enforcing completion before the row is committed.

Before you start, ensure your fixed asset register is set up and your depreciation rates and methods are configured.

The Steps

  1. From the register toolbar, select Smart Entry.

  2. When Question-Based Entry opens, choose the asset category from the list:

    • Computer Equipment
    • Computer Software
    • Furniture and Fixtures
    • Office Equipment
    • Machinery
    • Buildings
    • Sundry

    Select the category carefully. It determines which depreciation settings apply to the asset.

  3. Enter the purchase date. Use the calendar picker to select a verified date.

  4. Enter the purchase cost.

  5. Answer the remaining questions. Each required field must be completed before you can save. Some fields can be marked N/A (Not applicable) if they do not apply to this asset.

  6. If the asset was purchased before your financial year start date, Smart Entry presents an additional question about accumulated depreciation. Select I haven't calculated depreciation before - calculate it for me to have the system compute it automatically, provided depreciation rates are configured.

  7. Select Save Data.

    If any required field is missing, Smart Entry displays the column name and prevents the save. Complete the field and try again.

What to have ready

  • Asset description
  • Category
  • Purchase date
  • Purchase cost
  • Depreciation details, if known

Common issues

  • Required field blocking save: The system identifies which column is required. Complete that field before saving.
  • Wrong category: The asset uses depreciation settings tied to the selected category. Choose the correct category before saving.
  • Missing depreciation configuration: If you request auto-calculation but rates are not set, Smart Entry displays Please configure depreciation rates first. Configure depreciation, then return to Smart Entry.
  • Plan limit reached: If your asset limit is reached, Smart Entry displays the limit and prompts you to upgrade. Adjust your plan before adding more assets.

The Outcome

A saved asset appears in your register with all required fields completed, depreciation calculated from verified configuration, and no ghost assets or partial rows. The entry is stable, consistent, and audit-ready.

For many assets at once, use Import assets from CSV as the bulk-entry alternative. To Edit an Existing Asset after it has been created, use inline editing directly in the register.

In the Tool, see the full Smart Entry walkthrough.