Adding Assets

Register new assets in the system with acquisition details, categories, depreciation settings, and condition tracking.

Every asset in Eleo starts as a record in the Asset Registry. When you add a new asset, you capture its identification details, how it was acquired, its current condition, and how it should be depreciated. This information forms the foundation for tracking the asset throughout its lifecycle.

Creating an asset

Follow these steps to register a new asset in the system:

1. 1

   Navigate to Assets

   Go to Asset Management → Assets and click the Add Asset button in the top-right corner.

2. 2

   Enter identification details

   Provide the asset’s name, serial number (if applicable), and select a category. You can also add a description to capture any additional context about the asset. The asset code is generated automatically by the system.

3. 3

   Set acquisition information

   Select how the asset was acquired (purchased, leased, donated, transferred in, or built/assembled), enter the acquisition cost, and record the acquisition date. This information is used as the starting point for depreciation calculations.

4. 4

   Configure depreciation settings

   Choose a depreciation method, set the useful life in years, and enter the estimated salvage value. If you assigned a category with default depreciation settings, these fields are pre-filled automatically.

5. 5

   Save the asset

   Review the details and click Save. The asset is created in Draft status. When it is deployed and in use, update its status to Active to begin depreciation tracking.

Asset fields explained

• Asset Code — A unique identifier generated automatically by the system. This code is used across reports, transfers, and maintenance logs to identify the asset.
• Serial Number — The manufacturer’s serial number or any external identifier. This is optional but recommended for electronics, machinery, and other serialised equipment.
• Category — The asset category determines default depreciation settings and helps you filter and group assets in reports. Examples include “Electronics,” “Furniture,” “Vehicles,” and “Kitchen Equipment.”
• Description — A free-text field for any additional information such as model number, colour, specifications, or location notes.

Acquisition methods

When registering an asset, select the method that best describes how your business obtained it:

• Purchased — Bought outright from a vendor or supplier.
• Leased — Acquired through a leasing agreement with periodic payments.
• Donated — Received as a gift or donation at no cost.
• Transferred In — Moved from another store or business unit within your organisation.
• Built / Assembled — Constructed or assembled in-house from component parts.

Condition tracking

Each asset has a condition field that reflects its current physical state. Condition is recorded when the asset is first added and updated during maintenance, custody changes, and transfers:

• New — Brand new, unused, and in original packaging or state.
• Good — Fully functional with minor cosmetic wear.
• Fair — Functional but showing noticeable wear or requiring minor repairs.
• Poor — Significant wear or damage; may require major repairs to remain functional.
• Non-functional — No longer operational and likely a candidate for disposal or write-off.

Bulk import

If you need to register many assets at once, use the bulk import wizard. Navigate to Asset Management → Assets and click Import. Upload a CSV or Excel file with your asset data, map the columns to the corresponding fields, review the preview, and confirm the import. The wizard validates your data and highlights any errors before committing the records.