Skip to main content
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.

​
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: Go to Fixed Assets > Asset Classes, click Add New, fill in the fields above, and click Save.
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

​
Adding a new asset

1

Open the asset register

Navigate to Fixed Assets > Asset Register. You will see the list of all existing assets.
2

Click Add New

Click the Add New button in the toolbar. The entry form appears above the grid.
3

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.
4

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.
5

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.
6

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.
7

Save the record

Click Save. The asset appears in the register grid. The Accum. Depreciation field will update each time you run a depreciation cycle.
Once saved, each asset row in the grid shows an edit button, a barcode button (to generate an asset barcode label), a Usage calculator, and a Maintenance Plan shortcut.

​
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

1

Open Maintenance Plan

Go to Fixed Assets > Maintenance Plan and click New Plan.
2

Select the asset

Choose the fixed asset from the Fixed Asset drop-down. Only assets already in the register appear here.
3

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.
4

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.
5

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.
6

Save the plan

Click Save Plan. The plan appears in the existing plans list with its schedule type, next due date, and reminder window.
Use the Reminder Before (Days) field to give your maintenance team enough lead time to schedule the work, source parts, or book a service provider. For critical equipment such as fire suppression systems or compressors, set a longer reminder window — 7 to 14 days — to avoid last-minute scrambles.

​
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
Once created, each request goes through a workflow. You can apply actions (such as scheduling, assigning a supplier, and recording the cost and condition) from the workflow panel inside the request. The grid shows each request’s approval status and the name of the approver.

​
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.
Below the KPIs, the dashboard displays three breakdown tables:
  • 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
The Maintenance Due Items table lists every plan whose next due date is within the reminder window. From this table you can click Create Request to convert a due plan directly into a maintenance request without navigating away.

​
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: Click Save Reading to store the entry. The reading history table below shows all previous readings in date order so you can track usage trends over time.

​
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:
  1. Enter or search for the Asset Number in the search bar and click Search.
  2. 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.
  3. Select the Account and Classification that the disposal proceeds (or write-off) should post to.
  4. Enter the Disposal Value. For a write-off with no sale proceeds, enter zero. For a sale, enter the amount received.
  5. Set the Disposal Date and click Save.
OMBA posts the journal entry, removes the asset from the active register, and records the disposal value against the selected account. The net book value at the time of disposal (initial value minus accumulated depreciation) determines whether a gain or loss is recorded.
Disposal is permanent. Once you save an asset disposal, the asset is removed from the active register and the journal entry is posted to the general ledger. Verify the disposal value and account selection carefully before saving.