Lifecycle
Acquiring
An asset comes onto the books four ways. Registering and buying start from a Draft asset you created; building and capitalizing create the asset for you.- Register one you already own: supply its acquisition cost and depreciation start date, and it moves to Active. No cash moves; the entry offsets equity, since you’re recording something you already have.
- Buy one through purchasing: a line of type Fixed Asset that, when the receipt posts, debits the asset account, adds the cost to the asset, and flips it to Active. A purchase invoice with no receipt does the same. The asset page’s “Purchase” action drafts the purchase order for you, and it is offered while the asset is Draft.
- Build one on a job: set the job’s “Complete To” to “Fixed Asset Class” and choose the class. When the job completes, each finished unit becomes its own asset priced at the cost it absorbed, and the unit never enters stock. This is .
- Capitalize a unit already in stock: on the item’s inventory page, the storage-unit row action “Capitalize as Fixed Asset” moves one unit out of stock at its carrying cost and creates the asset, or fills a Draft one, as Active. The form shows that cost before you confirm, and you choose the asset class, name and transfer date. The serial number travels with it. A unit that inventory carries at no cost cannot be capitalized: set a unit cost on the item first, or the asset would be worth nothing.
Fleet register
Accounting → Fixed Assets → Fleet lists every asset tied to an item, whether built on a job or capitalized from stock, with a status Alforse derives from the asset rather than stores:
Two actions manage whether a unit is without touching its accounting. “Take Out of Service” records a reason and date, keeps the asset depreciating, and flips the register to In Maintenance; “Return to Service” clears it. Both live on the asset page and in the register’s row menu. A unit on rent is taken out of service from its rental agreement instead: “Return” it with “Take out of service” ticked.
An Available unit’s row menu also offers “Rent”, which starts a new rental agreement with that unit on it.
A unit can also go back to stock. “Return to Inventory” on an Active or Fully Depreciated asset with an item puts the same serial back on the shelf at , and marks the asset Disposed.
The unit keeps that value. Under FIFO or LIFO costing, selling, issuing, or adjusting out that serial later relieves it at its net book value, not at the cost of the oldest stock. Return it to service first, and return it from its rental agreement if it is reserved or on rent: Alforse refuses either case.
The seeded class is the default target for these units, and “Build for Fleet” on the register opens a new job with that class already set as its Complete To target.