Reports and compliance

Fixed assets — a thing the hotel owns is numbered, and wears out

Every asset is a row with a tag, a cost, a life under two books, an insurance date and a history; depreciation is a monthly run; a count says what could not be found.

The register

Assets → Register. Each thing the hotel owns and keeps is a row: the tag (FA-<hotel>-00042, what goes on the barcode), the category, where it is and whose it is, what it cost and when it was put to use, the warranty and the insurance, and its carrying amount. Capitalising it posts Dr the category's asset account, Cr where the cost was sitting — CWIP by default, or the expense line the bill was wrongly coded to. An addition (a new compressor on the cooler) is a component on the same tag, depreciated from its own date.

Two books

A category carries the Companies Act life and method (Schedule II — straight line or written-down value, 5% residual) and the Income-tax Act block rate. The books run monthly per legal entity — one journal, Dr Depreciation, Cr accumulated by category, pro-rata by days in the month of purchase and of disposal. The tax book runs once a financial year at the block rate (half the rate for a thing used under 180 days) and is a memo for the return. A run is never edited: reverse it and run again.

Disposals, impairment, revaluation

Dispose — sold, scrapped or written off, whole or a part by percentage. The depreciation to the day is taken first; cost and accumulated leave the books; the proceeds land where you say; the difference is a gain or a loss. Impair or revalue with a reason and another login's name.

Transfers

Between departments or hotels of the same company, with the history kept. Between two companies it is a sale — not built here.

The count

Assets → Counts opens a count for the hotel with every live asset on it; walk it, mark each found (with condition, where seen) or not; close it. What was not found is flagged missing; a different login writes it off, which is a disposal at zero.

Projects

A capital project has a budget and takes its spend from bill lines tagged to it (code them to *Capital work in progress*). Commission it into one or more assets; the spend moves from CWIP to the categories' accounts. Bill lines tagged to an *asset* instead are its maintenance cost history.

Control

*Fixed-asset control* compares cost and accumulated depreciation per the register with the ledger, per category.

More in Reports and compliance

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