How to set up your accounting rules

To view your and set up your accounting rules,
  1. Navigate to the Admin page by clicking the cogwheel icon located in the lower left corner.
  2. Click Set up your accounting rules to expand and view this section.
  3. Read the information provided below and make changes as required.
  4. Click Accept these settings if not accepted already.

The accounting rules in Asset.Guru:

  • Provide Asset disposal suggestion thresholds to trigger when an asset reaches a specific value or % of it's Purchase Price.
  • Specify the Depreciation averaging method used to calculate depreciation (options vary on your organisation's country setting)
  • Specify the Journal Posting Start Date for when Asset.Guru will first post journals
  • Specify your Journal Grouping Strategy
  • Specify your Financial (Fiscal) Year end date for Diminishing Value depreciation calculation (only required for AU and NZ countries)
  • Enable the integration to trigger automatic draft assets to be created based on a bill created in your accounting system that is assigned to a fixed asset account

Asset Disposal Suggestion Thresholds

This setting will guide Asset.Guru to notify when an asset has reached this setting in the to do list in the dashboard along with populating the For Disposal asset list. notification when an asset has depreciated to a specified percentage or absolute dollar amount. he steps to set this up are as follows.

  1. To set up a notification using a percentage value, click on "0%" and enter the percentage in whole numbers (e.g. 10 not 0.1 for 10%)
  2. To set up a notification using an absolute amount, click on the "0" and enter a whole number value without any punctuation or symbols. (e.g. 1000 not  $1,000).

Default Depreciation Averaging Method

This setting will determine whether a daily depreciation rate or a monthly depreciation rate is used by Asset.Guru to calculate depreciation.

The default is set in accordance with the relevant accounting standards for the organisations country. If your country, such as New Zealand, allows for an option of monthly or daily averaging, then this option will be selectable by an Administrator.

Journal Posting Start Date

The date that you enter using the date picker will determine when Asset.Guru will start to post your depreciation journals.

Asset.Guru will only automate depreciation posting for future periods i.e. no journals will be posted for dates in the past.

Financial (Fiscal) Year Ends On

This is used specifically for the Diminishing Value depreciation method calculation to establish the Closing Value of assets at financial year end.

Once assets are created, this can not be changed.

Journal Grouping Strategy

This feature has three options:

  1. Group by asset type (summarised):  this will post journals based on asset type with the lines being the depreciation and accumulated depreciation for each asset type.
  2. Group by asset type:  this will post journals based on asset type with the lines being the depreciation and accumulated depreciation for the individual assets.
  3. Do not group:  this will post individual journals for each asset including lines for depreciation and accumulated depreciation for the individual assets.
Caution - If you have thousands of assets, choosing the ' Do not group' will result in thousands of journal entries per month in your accounting system.

See the related article below for examples of this Journal Grouping setting.

The Advanced section of this setting includes a red button to manually Out of Cycle Journal Post. You can use this button to journal depreciation up to the last closed month. This is used primarily for when any asset(s) is entered into the system after the automated monthly journal post, and it is preferred to have a depreciation journal created for the month just closed.

Enable Integration Jobs

Asset.Guru is able to automatically create a draft asset upon bill creation in Xero or QuickBooks Online once this integration has been enabled by ticking the check box provided.

NB. Draft assets will only be created for bills processed after the integration has been enabled. If a historic bill is edited after enabling the integration, this will also trigger for a Draft asset to be created.

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