> ## 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.
# Track, depreciate, and maintain fixed assets in OMBA
> Manage the complete fixed asset lifecycle in OMBA — from asset classes and the asset register through maintenance planning, meter readings, and disposal.
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:
| 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) |
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
| 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
Navigate to **Fixed Assets > Asset Register**. You will see the list of all existing assets.
Click the **Add New** button in the toolbar. The entry form appears above the grid.
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.
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.
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.
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.
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:
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.
Maintenance triggers when the asset accumulates a set number of usage hours. Enter the target in the **Due Usage Hours** field.
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
Go to **Fixed Assets > Maintenance Plan** and click **New Plan**.
Choose the fixed asset from the **Fixed Asset** drop-down. Only assets already in the register appear here.
Enter a **Plan Name** (for example, "Oil Service" or "Annual Calibration"). Then select a **Schedule Type**: Calendar Date, Usage Hours, or Meter Reading.
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.
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.
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:
The count of all active assets in the register.
Total initial value of all assets minus accumulated depreciation — the current carrying value on the balance sheet.
The depreciation charge posted or due in the current period across all assets.
Total maintenance spend recorded against assets to date.
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:
| 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 |
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.