When you purchase fixed assets that you need for your business, you should keep good records so you can track their cost, the cost of repairs and upgrades, and how much they depreciate from year to year. These amounts affect the worth of your business and the size of your tax bill.
Fixed asset items provide a way to keep important information about your assets in one place.
You can create an item to track a fixed asset at several points during the asset's life cycle, but we recommend that you create the item when you buy the asset.
You can create a fixed asset item from the following locations (click a location for more detailed instructions):
The Fixed Asset Item list
The simplest way to create a fixed asset item is while you are entering the transaction used to purchase
it, but sometimes you may want to create a fixed asset item directly from the
Fixed Asset Item list. For example:
You intend to purchase or have already purchased several items that you want
to track as fixed assets, such as a suite of office machines
You pay for a fixed asset with cash.
You transfer a personal asset to your business.
You pay for a business asset with personal funds.
To do this task
Choose Lists > Fixed Asset Item List.
Click Item at the bottom of the list and click New to open the New Item window. Fixed Asset
is preselected as the item type.
In the Asset Name/Number field, enter an identifying name or number for your
What you enter here appears on fixed asset item reports. Enter a name or
number that will help you distinguish this item from all others on the
Click the Asset Account drop-down list and choose an asset account, or create a
Enter purchase information:
Purchase Description: Enter a brief description of the
purchase of your fixed asset.
New/Used: Select whether your asset is new or used.
Date: Enter the date you purchased your fixed asset, or
click the pop-up calendar icon to the right of the field and select one. Today's date is selected by default.
Cost: Enter the cost of your fixed asset.
Vendor/Payee: Enter the name of the vendor from whom you
purchased the asset.
Important: The Vendor/Payee name is not saved to
your Vendor list when you save this fixed asset item to your Fixed Asset Item
list. Click the Vendors icon and add the vendor there if
(Optional) Enter asset information:
Asset Description: Enter a brief description of your fixed
Location: Enter a location; for example, if your asset is
real estate, enter an address. If your business has more than one location,
enter where your asset has been placed into service.
PO Number: Enter the number of the purchase order you used
to purchase your asset, if applicable.
Serial Number: Enter the serial number or VIN of your
Warranty Expires: If applicable, enter the date the
warranty for your asset expires.
Notes: Enter any notes concerning your asset that you want
Leave the sales information blank and click OK.
Note: When recording any transactions involving your fixed asset, be
sure to choose the appropriate fixed asset item from the Items tab or Item
column. This enables you to track depreciation and other costs.
Tracking fixed assets and the Fixed Asset Manager