Fixed Asset Register & Depreciation Management
Assets registered automatically on goods receipt. Runtime depreciation, year-end snapshots, and financial year controls — designed around Companies Act 2013 requirements.
The Challenge
Asset registers maintained in Excel become unreliable as volume grows — duplicate entries, missing fields, no depreciation automation. Auditors find discrepancies between the register and physical assets.
Depreciation calculations done manually or in spreadsheets diverge from the register. Year-end figures don't reconcile. Corrections after close require reopening locked periods.
CARO 2020 Clause 3(i) requires proper records of fixed assets with quantitative details, situation, and identification. Most organisations cannot produce this on demand.
How We Address This
40+ Filter Dimensions
Filter by asset ID, classification, department, owner, tagging status, verification status, depreciation class, warranty/AMC expiry, condition, vendor, PO/GRN number, financial year — plus six dimensions for compliance and condition reporting: itc_eligible (whether GST Input Tax Credit was claimed on the asset), condition_on_receipt_enum and received_damaged (gate-side and receipt-side condition flags), and self_declaration_status, self_declared_condition and self_declaration_request_id (custodian self-declaration state). Find any asset instantly.
Runtime Depreciation
SLM and WDV computed on-the-fly: rate, annual/monthly depreciation, accumulated depreciation, net book value, fully-depreciated flag. No batch job needed — figures are always current.
Year-End Snapshots
Freeze depreciation state at financial year close. Creates an immutable historical record that cannot be modified retrospectively. Auditors get the exact figures that existed at close.
Financial Year Lock
Lock a financial year to prevent further changes. Unlock only for authorised corrections. List all FY locks for audit review.
Asset ID Generation
Structured format: {Category L1}-{Category L2}-{Year}-{Serial}. Child assets: {Parent}-{Sequence}. SCRAP and MOVEMENT tracking assets derive IDs from the source — never polluting the serial pool.
CSV Export
Full register export with all fields. Filter by financial year, department, classification. Produces the output auditors need for CARO 2020 compliance.
Cost composition behind each asset
An asset's book value rarely comes from a single line on a single invoice. Freight, customs duty, CHA charges, insurance, installation cost — each of these adds to the capitalised value. ProcureTrail records every contribution as its own AssetCostComponent row, tagged with the source vendor, the source document (PO, SA or GRN), the landed-cost category, the amount, and a basic / GST / cess split. The /asset-register/{id}/cost-breakdown endpoint returns the full component ledger for any asset on demand.
This is what makes the depreciable base auditable line by line. An auditor can ask “what built up the freight component of this asset's cost?” and the answer is a list of source documents with full approval lineage — not a manually reconciled spreadsheet. See Landed cost for the capitalisation rules that drive it.
Compliance Mapping
Companies Act 2013
Section 128
Books of account maintained for 8 financial years. Immutable audit logs with database-level trigger protection.
CARO 2020
Clause 3(i)
Proper records showing full particulars including quantitative details and situation of fixed assets. 40+ dimensions available for any query.
AS 10 / Ind AS 16
Schedule II
Depreciation computed per useful life and method prescribed under Schedule II. SLM and WDV both supported with configurable classes.
Every Asset Traces Back to Its Purchase
Assets enter the register automatically when a goods receipt is posted — at the end of the procurement chain. Each asset record carries its full procurement trail: the purchase requisition that initiated it, the purchase order that committed the spend, and the goods receipt that confirmed delivery. When the auditor asks "where did this asset come from and who approved the purchase?" — the answer is one click away, not a manual cross-reference exercise.
Once in the register, assets are QR-tagged for physical identification and verified through structured verification campaigns. The register is not a static spreadsheet — it is a living record that updates as assets move, depreciate, or are removed.
Frequently Asked Questions
Does this fixed asset register support Companies Act 2013 requirements?
Yes. The register supports the fields typically expected under Companies Act 2013 Schedule II and CARO 2020, including asset-wise depreciation (SLM and WDV), additions, disposals, and year-end closing balances.
How does depreciation calculation work?
ProcureTrail supports both Straight Line Method (SLM) and Written Down Value (WDV) depreciation. Rates are configured per asset classification. Year-end snapshots lock depreciation for audited periods while allowing corrections in the current year.
Can I migrate my existing asset register from Excel?
Yes. The bulk upload engine supports create, update, and proportional adjustment modes with dry-run validation, row-level error reporting, and batch reversal. Up to 5,000 rows per batch.
Does this generate Tally-compatible depreciation entries?
Yes. Asset capitalisation and depreciation entries are generated as Tally XML vouchers with proper ledger mapping, GST treatment, and narration — ready for import into TallyPrime.
Further Reading
Your Asset Register Is a Mess — How to Fix ItStep-by-step: physical count, reconciliation, migration, and ongoing governance.
Auditor Qualified the Report for Asset DiscrepanciesWhat went wrong, what to do now, and how to prevent recurrence.
Asset Write-Off, Scrap, and DisposalFive types of governed asset removal with audit trails.
Assess How This Applies to Your Organisation
Share a brief overview of your asset base and we will evaluate how a structured register and depreciation system may apply to your setup.