OMBA’s fixed assets module tracks every physical asset your organisation owns from the day of purchase to disposal. It automates depreciation calculations, keeps a full maintenance history, and surfaces key performance indicators on a dedicated dashboard so you always know the condition and value of your asset base.Documentation Index
Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt
Use this file to discover all available pages before exploring further.
Asset classes
Before you register a single asset, define at least one asset class. Asset classes group assets by type — for example, Vehicles, IT Equipment, or Furniture — and carry the depreciation settings that OMBA applies automatically to every asset in the class. Each class stores the following:| Field | Purpose |
|---|---|
| Class name | Human-readable label shown in all asset lists |
| Fixed Asset account | Balance-sheet account that holds the asset cost |
| Depreciation account | Expense account that receives periodic depreciation charges |
| Depreciation rate | Annual percentage used to calculate straight-line depreciation |
| Running Cost account | Account for day-to-day operating costs (fuel, consumables) |
| Maintenance Cost account | Account posted when maintenance work is completed |
| Prefix | Auto-applied to asset numbers generated in this class |
| UoM | Unit of measure for meter tracking (km, hours, units) |
You must create at least one asset class before registering any assets. OMBA requires a class assignment to determine which accounts to post depreciation to and which depreciation rate to use. If you skip this step, the Class drop-down on the asset register form will be empty.
Asset register
The asset register is the master list of every fixed asset in your organisation. Each record stores the asset’s identity, financial details, and accumulated depreciation.Fields on the asset register form
| Field | Description |
|---|---|
| Asset # | Your internal asset reference number |
| Journal # | Journal entry number linked to the asset purchase |
| Invoice # | Supplier invoice number for audit purposes |
| Description | Full name or description of the asset |
| Class | Asset class that drives depreciation and account postings |
| Supplier | Supplier account from the chart of accounts |
| Location | Physical location of the asset |
| Date of purchase | The date OMBA uses as the depreciation start date |
| Initial value | Purchase cost — the amount depreciated over the asset’s life |
| Accum. depreciation | Running total of all depreciation posted to date (read-only) |
Adding a new asset
Open the asset register
Navigate to Fixed Assets > Asset Register. You will see the list of all existing assets.
Enter the purchase details
Select the Date of Purchase from the date picker, then fill in the Asset #, Journal #, and Invoice # fields. These references tie the asset back to the original transaction.
Describe the asset
Type a clear Description — for example, “Toyota Hilux GD6 2.8 GD” or “HP ProBook 450 Laptop”. This text appears in all maintenance and disposal screens.
Assign a class and supplier
Select the Class from the drop-down (populated from your asset classes). Then select the Supplier — this pulls from your chart of accounts and links the asset to the purchasing entity.
Set the location and value
Choose the Location where the asset is physically housed. Enter the Initial Value (purchase cost). OMBA uses this figure as the basis for all depreciation calculations.
Depreciation
OMBA calculates depreciation automatically using the straight-line method. The annual rate is defined on the asset class. When you trigger a depreciation run, OMBA multiplies the initial value by the class rate, divides by twelve to get the monthly charge, and posts a journal entry to the depreciation expense account and the accumulated depreciation account configured on the class. The Accum. Depreciation field on each asset record accumulates over time. The maintenance dashboard shows both Depreciation This Month and overall Net Book Value (total initial value minus total accumulated depreciation across all assets). To run depreciation, navigate to Fixed Assets > Asset Register and use the depreciation run option in the module actions. OMBA will process all active assets and post the monthly charge based on each asset’s class rate.The depreciation accounts (fixed asset account and depreciation account) are configured per asset class, not per individual asset. If you need different depreciation treatment for a subset of assets, create a separate class for them.
Maintenance planning
Maintenance plans let you define recurring service schedules for each asset so OMBA can alert you when work is due. You can attach a plan directly from the asset register by clicking the calendar icon on an asset row, or via Fixed Assets > Maintenance Plan. Each plan supports three schedule types:Calendar date
Maintenance recurs on a fixed interval — for example, every 3 months. You set the interval value, the unit (days, weeks, or months), and the next due date.
Usage hours
Maintenance triggers when the asset accumulates a set number of usage hours. Enter the target in the Due Usage Hours field.
Meter reading
For vehicles and equipment with odometers or counters, maintenance triggers at a defined meter value. Enter the threshold in Due Meter Reading.
Creating a maintenance plan
Select the asset
Choose the fixed asset from the Fixed Asset drop-down. Only assets already in the register appear here.
Name the plan and choose a schedule type
Enter a Plan Name (for example, “Oil Service” or “Annual Calibration”). Then select a Schedule Type: Calendar Date, Usage Hours, or Meter Reading.
Set the scheduling rules
Depending on the schedule type, fill in the Interval and Unit (days, weeks, months), the Next Due Date, and if applicable the Due Usage Hours or Due Meter Reading threshold.
Configure the reminder
Enter the number of days before the due date that OMBA should flag the plan as upcoming in the Reminder Before (Days) field. The default is 3 days.
Maintenance requests
When maintenance work needs to happen — whether triggered by a plan or an unplanned incident — you log a maintenance request under Fixed Assets > Maintenance Requests. A request captures:- Asset — the asset being serviced
- Maintenance type — the category of work (defined in your maintenance type list)
- Request description — a free-text summary of the required work
- Incident reported — flag and summarise any related incident
Maintenance dashboard
The maintenance dashboard (Fixed Assets > Maintenance Dashboard) gives you a real-time overview of your asset base:Total assets
The count of all active assets in the register.
Net book value
Total initial value of all assets minus accumulated depreciation — the current carrying value on the balance sheet.
Depreciation this month
The depreciation charge posted or due in the current period across all assets.
Maintenance cost
Total maintenance spend recorded against assets to date.
Assets near end of life
Assets whose accumulated depreciation is approaching their initial value, indicating they are nearly fully depreciated.
- Assets by category — counts and values grouped by asset class
- Top maintenance cost assets — the assets accumulating the highest maintenance spend
- Asset age distribution — a breakdown of how old your asset base is
Meter readings
Meter readings let you log periodic odometer or counter values for vehicles and equipment. OMBA uses these readings to determine when meter-based maintenance plans are due. Go to Fixed Assets > Meter Readings. Select an asset from the drop-down to load its reading history. Click New Reading to open the entry form:| Field | Description |
|---|---|
| Meter | The specific meter on the asset (an asset can have multiple meters) |
| Trans date | The date the reading was taken |
| Previous reading | The last recorded meter value (carried forward automatically) |
| Current reading | The value you are recording now |
| Memo | Optional note about the reading or trip |
Asset disposal
When an asset reaches the end of its useful life or is sold, you record the disposal under Fixed Assets > Asset Disposal. This writes the asset off the register and posts the appropriate journal entries. To process a disposal:- Enter or search for the Asset Number in the search bar and click Search.
- OMBA loads the asset details — description, class, supplier, initial value, and accumulated depreciation — in read-only fields so you can review the asset before proceeding.
- Select the Account and Classification that the disposal proceeds (or write-off) should post to.
- Enter the Disposal Value. For a write-off with no sale proceeds, enter zero. For a sale, enter the amount received.
- Set the Disposal Date and click Save.