Use Filters and Groups in Your Register

By Gregg Hopfeldt · 2025-05-20

Filters and grouping narrow your Fixed Asset Register to a specific subset for review, audit preparation, or cleanup—without altering underlying records.

The Purpose

Filters and groups produce a defensible, repeatable view of your register that isolates the records you need while preserving the integrity of the full dataset.

The Logic

When you apply a filter, the register displays only rows that match your criteria. When you group by category, rows cluster under their respective category headers. Both actions are view-only: the underlying asset records remain unchanged. This distinction prevents accidental exclusion during audits and ensures your calculations remain stable across views.

When you export or generate an audit report from a filtered view, the output reflects only what is currently visible. This allows you to produce targeted reports for specific categories or value ranges—provided you clear filters when you need the full register.

Filter your register

Filters help you isolate assets by category, date range, or financial values. Use them when you need to verify a specific subset—such as all assets purchased in a fiscal year, or assets above a certain book value.

Click Filters in the toolbar to open the Filter Data panel.
Set any of the following criteria:
- Category — narrow to one or more asset categories.
- Date Purchased — enter a From and To date range.
- Purchase Cost — set a minimum and maximum cost.
- Accumulated Depreciation at Start — set a minimum and maximum.
- Book Value at Start — set a minimum and maximum.
- Depreciation — set a minimum and maximum.
- Accumulated Depreciation at End — set a minimum and maximum.
- Book Value at End — set a minimum and maximum.
- Replacement Value — set a minimum and maximum.
- Insured Value — set a minimum and maximum.
Review the filtered register to confirm the results match your intent.
When finished, click Filters again and clear your criteria to return to the full register.

Filters are temporary. They do not edit asset values or remove records. If the register appears incomplete, check whether a filter is still active.

Group by category

Grouping organizes rows under category headers, which simplifies review and comparison across asset types.

Click Group by Category in the toolbar.
The register clusters assets under their respective categories.
To return to a flat list, click Ungroup.

Grouping changes the display structure, not the underlying data. It is useful for verifying category-level totals and preparing for audits where presentation by asset type is required.

Export a filtered view

When filters are active, Export CSV exports only the visible records. This produces a stable, targeted export for review or external reporting.

If you need a complete export, clear all filters first.

Generate an audit report from a filtered view

You can Generate an audit report from a narrowed register to produce a focused period summary. From the toolbar, click More, then Generate Audit Report. Select Current Year or Previous Year as the report period. The report reflects the current view.

For full-period reporting, clear filters before generating.

Common issues

Assuming filters change data. Filters only adjust what is visible. No records are edited or deleted.
Forgetting an active filter. If assets appear missing, verify no filter is applied.
Confusing grouping with sorting. Grouping clusters rows by category; it does not reorder by field values.
Exporting a narrowed view unintentionally. Always confirm your filter state before export or audit report generation.

The Outcome

A filtered or grouped view provides a clear, audit-ready subset of your register—organized, verified, and exportable without disturbing the full dataset. When used correctly, these tools support consistent review, accurate reconciliation, and a defensible ledger with no ghost assets or accidental omissions.

For the practical steps, see the filters and groups guide.