Docs / IT Asset Management

Asset financials, warranty and depreciation

Purchase and warranty records, straight-line depreciation with book value computed on read, warranty expiry alerts at the 90- and 30-day marks, the single-currency rule, and bulk loading by CSV.

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The finance view of an asset

Three questions turn an inventory into an asset register: what did this cost, what is it worth on the books, and is it still under warranty? The Financials tab on every asset answers all three, and the fleet-level figures roll up onto the Inventory overview.

What you record

Group Fields
Purchase Purchase date, purchase cost, currency, vendor, PO reference, invoice reference
Warranty Warranty start, warranty end, warranty provider (free text)
Depreciation Method (straight line), term in months, salvage value

Fill it in by hand on the asset, or in bulk by CSV import. Every write is recorded as a financials updated timeline event carrying the list of fields that actually changed — and an update that changes nothing emits nothing, which is what makes a repeated import event-free.

Book value

VerOps depreciates straight line, and computes book value on read — it is never stored:

book value = max(
    salvage,
    cost - (cost - salvage) x min(months elapsed, term months) / term months
)

In words: the asset loses an equal share of its depreciable value each month, and stops at its salvage value once the term is complete. Computing it on read rather than storing it means a corrected purchase date or term is reflected everywhere the instant you save it, with no recalculation job and no chance of a stored figure drifting out of step with its inputs.

Book value is undefined — shown as blank rather than as zero — when any input it depends on is missing: no cost, no method, no usable term, or no purchase date. The purchase date matters as much as the cost: without a start there is no elapsed time, and therefore nothing to compute.

The same single calculation backs the asset detail page, the fleet KPI tile and the financials_summary report, so those three can never disagree with each other.

Straight line only. Declining-balance and other accounting-grade schedules are deliberately not offered. VerOps gives you a defensible, transparent estimate of fleet value for planning and refresh decisions — it is not a replacement for your finance system's fixed-asset ledger.

Warranty tracking and alerts

Record a warranty end date and VerOps watches it for you. Each asset raises a warranty expiring event exactly twice:

Mark Fires when Purpose
90 days The warranty is 90 days from expiry Early warning — still time to quote an extension or plan a replacement
30 days The warranty is 30 days from expiry Last call

Three behaviours are worth knowing, because they are what stop this becoming noise:

  • Once each, permanently. Each mark is recorded on the asset when it fires, so the sweep can run as often as it likes without ever repeating a warning.
  • No retroactive alarms. An asset added to VerOps when it is already inside 30 days does not fire a 90-day warning after the fact — the 30-day mark closes the 90-day mark.
  • Renewals re-arm. Changing the warranty end date clears both marks, so an extended warranty warns you again next time. Without this, a renewed asset would go silent forever.

The asset's Warranty card shows an Expiring or Expired pill with the days remaining, and the Inventory overview carries a warranties expiring within 90 days KPI tile.

Where warranty data comes from

Warranty dates are entered manually or imported by CSV. VerOps ships no live vendor warranty lookups in this release — there is no Dell, Lenovo or HP service-tag call happening behind the scenes. The internal design keeps a vendor provider additive, so adding one later needs no change to your data or your workflow, but today the manual and CSV paths are the whole story.

Fleet totals and currency

The financials summary gives you asset counts with financial records, total purchase cost, total current book value, and warranties expiring within 90 days or already expired. Totals are grouped by currency.

Currency is stored, never converted. If your estate holds assets in more than one currency, VerOps reports a total per currency and flags the result as mixed, rather than producing a single number that would silently be a lie. Single-currency organizations — the common case — still get one simple figure. Converting would require a rate and a rate date that only your finance function can legitimately choose.

Bulk loading financials

The financials CSV import shares the parser, header auto-mapping and preview of the asset import, and is keyed on asset tag or serial number. Two rules are specific to it:

  • It never creates assets. A row that matches no existing asset is an error row, not a new machine. Inventing an asset from a finance spreadsheet is how ghost assets are born; asset import is the creation path.
  • Money is written in major units — 1299.00, not 129900. Values with sub-cent precision are rejected rather than quietly rounded.

Re-importing an unchanged file is a no-op: zero changes and zero events.

A worked example

Purchase date    2025-01-15
Purchase cost    1,800.00 GBP
Depreciation     straight line, 36 months
Salvage value    180.00 GBP

Depreciable amount   1,800.00 - 180.00 = 1,620.00
Monthly charge       1,620.00 / 36      =    45.00
After 19 months      1,800.00 - (45.00 x 19) =   945.00 GBP  (book value)
After 36+ months     clamped at salvage       =   180.00 GBP

With a warranty ending 2028-01-14, this asset raises its 90-day warning in mid-October 2027 and its 30-day warning in mid-December 2027 — each exactly once.