Fixed assets

The fixed assets module handles the full cycle: registration, straight-line monthly depreciation, and disposal by sale or retirement. Each movement generates its accounting entry atomically.

Reading time: ~7 min

When to use this

Use Fixed assets to register capitalizable goods - vehicles, equipment, furniture, real estate, technology, land - that depreciate over several months (except land, which does not depreciate). Current expenses consumed within the period go through Expenses or Supplier invoices, not here.

Before you start

• You need the fixed-asset:manage permission to create and edit, and fixed-asset:dispose to dispose.
• In the chart of accounts you must have:
  • An asset account (ASSET class) - e.g. 1502 - Equipos.
  • An accumulated depreciation account (ASSET class, contra-asset) - e.g. 1503 - Depreciación acumulada de equipos. Not applicable to land.
  • A depreciation expense account (EXPENSE class) - not applicable to land.
• To record the disposal with a gain or loss, you must have the gain on sale and loss on sale accounts configured in the accounting settings.

Step by step

Registering the asset

1. Go to Fixed assets and click New asset. Fill in:

   • Asset name (required) - e.g. Vehículo Toyota Hilux 2023.
   • Description (optional).
   • Code / tag (optional, unique within the tenant) - e.g. VEH-001.
   • Category (required) - Real estate, Vehicles, Equipment, Furniture, Technology or Land.
   • Acquisition cost (required, > 0) - in Dominican pesos with two decimals.
   • Residual value (optional, ≥ 0) - the estimated value at the end of the useful life. Defaults to zero.
   • Useful life (months) (required unless the category is Land) - e.g. 60 for 5 years.
   • Acquisition date (required) - when it was purchased.
   • In-service date (required) - when it entered use. Determines the first-month proration.
   • Asset account (required) - ASSET account selector.
   • Accumulated depreciation account (required unless land).
   • Depreciation expense account (required unless land).
   • Cost center (optional).

2. Click Create. The asset is born in Active status, with accumulated depreciation at zero.

For land (LAND category) the three depreciation fields must be left empty: the system does not depreciate them.

Monthly depreciation

Mosce ERP uses the straight-line method (STRAIGHT_LINE) - the only one available in this version. The monthly amount is calculated as (cost − residual value) / useful life in months, with first-month proration based on the in-service date.

Depreciation runs in two ways:

• Automatic: a scheduled task runs each month and materializes one entry per asset, generating the entry DR Depreciation expense / CR Accumulated depreciation and updating the accumulated balance.
• Manual: on the list page click Run depreciation, choose the month (the current one by default) and confirm. Useful for running historical months when migrating.

Each run is idempotent: if an entry already exists for that month and that asset, it is skipped. The dialog result tells you how many entries were processed and how many were skipped for being land, being locked, already being fully depreciated, or already having an entry for the period.

When the accumulated balance reaches cost − residual value, the asset automatically moves to Depreciated status and stops generating new entries.

Disposal by sale or retirement

1. Open the asset and click Dispose.

2. Fill in:

   • Disposal date.
   • Sale price (DOP) - can be zero if it is scrapped without income.
   • Cash / bank account - where the sale proceeds land.

   The preview shows you the book value (cost − accumulated depreciation), the sale price, and the resulting gain or loss.

3. Confirm. Mosce ERP generates an entry that writes off the asset and the accumulated depreciation, records the cash received, and recognizes the gain or loss in the configured accounts. The status moves to Disposed.

Expected result

Each operation leaves an accounting entry visible in Journal entries: no entry is required at registration (the cost already entered when it was purchased), the depreciations appear month by month, and the disposal closes the cycle. The asset detail shows the full depreciation schedule with one entry per month.

Common errors

• ASSET_DISPOSED or ASSET_ALREADY_DISPOSED - you tried to dispose of or depreciate an asset already disposed.
• GAIN_ACCOUNT_MISSING / LOSS_ACCOUNT_MISSING - the gain or loss on asset sale account is not configured in the accounting settings.
• NO_OPEN_PERIOD - there is no open fiscal period covering the operation date.
• The cost, residual value or useful life cannot be modified - once at least one depreciation entry exists, those fields are locked to preserve the integrity of the history. Only name, description, tag and cost center can be edited.

Related

• Chart of accounts - create asset, accumulated depreciation and expense accounts.
• Accounting settings - define gain/loss on asset sale accounts.
• Journal entries - review the depreciation and disposal entries.
• Fiscal periods.