Fixed Assets is the school’s register of long-lasting items worth keeping track of one by one: desks, projectors, laptops, generators, the school bus. Each has its own tag, location and condition, and stays on record even after it is thrown away or sold.
- Where Operations → Fixed Assets
- Who can use it Anyone whose role includes Fixed Assets.
Register an asset
- Click Register Asset.
- Enter the Name, for example Epson projector, and the Asset Tag written or stuck on the item, for example ICT-014.
- Type a Category (Furniture, ICT, Vehicle…) and a Location, such as Science Lab.
- Enter the Purchase Date and Purchase Cost, for example GHS 4,800.00.
- Choose the Condition: Good, Fair or Poor. Add any Notes, such as the serial number or supplier.
- Click Save Asset.
Only the name is required, but a tag makes each item easy to find during a stock check.
Update an asset
Click the pencil icon on the asset’s row, change what you need, for example its Location after it moves to another classroom, or its Condition after damage, and click Save Asset.
The boxes at the top give you a quick picture: Active Assets, Total Purchase Value (what the active assets cost when bought), Poor Condition and Disposed.
Dispose of an asset
When an item is sold, written off, stolen or thrown away, dispose of it rather than deleting it.
- Click the minus icon (Dispose) on its row.
- Type the Reason for disposal, for example Beyond repair, written off by board, and click OK.
The asset’s status changes to Disposed and today’s date is kept as the disposal date. It stays in the register so you have a full history, and the disposal and reason are written to the audit log. Disposed assets can no longer be edited.
Delete a mistaken record
The bin icon (Delete record) removes an asset completely. Use it only to correct a mistake, such as an item registered twice.
Careful: deleting can’t be undone and leaves no history. For a real item leaving the school, use Dispose.
Good to know
- Items you count and use up, such as books, chalk or uniforms for sale, belong in Inventory instead.
- The register does not post anything to the school’s books and does not work out depreciation. Record the purchase itself in Expenses or Procurement.
- The register has a Custodian column, but this screen has no field to set the person responsible yet; note it in Notes if you need to.
- Asset tags are not checked for duplicates, so keep your own numbering consistent.