When entering a fixed asset purchase invoice, it is important to select an account from the 18xx series for the invoice line, as these are used for tangible fixed assets in SimplBooks. Fixed asset depreciation balance accounts are in the 185x series.

In Settings -> Automatic Entries -> Fixed Assets, you can specify the main accounts used for fixed assets in the company, which is particularly useful for assigning depreciation accounts on the fixed asset card.

To enter a purchase invoice, go to Transactions -> Purchase invoices -> New purchase invoice.

Enter the invoice details as usual. The difference for recording fixed assets is that you must use an account from the 18xx series on the invoice line. You can review these accounts in more detail under Accounting -> Accounts list.

1. Account – enter the fixed asset financial account (18xx).
2. Contents – enter the name of the fixed asset. This name will appear on the fixed asset card, and it is recommended to be as precise as possible regarding what the asset is.
3. Sum – acquisition cost (excluding VAT).

When entering the fixed asset purchase invoice, use the VAT type 22% Acquisition of fixed asset.

Once all necessary information is added, click the “Save purchase invoice” button. The system will automatically offer to create a new fixed asset card when saving the new fixed asset purchase invoice.

If everything is entered correctly, a fixed asset panel will appear on the purchase invoice, showing the added fixed asset(s).

Clicking the magnifying glass icon at the end of the line will take you to the fixed asset card, where you should review the depreciation rate and depreciation accounts.

1. Depreciation per year – annual depreciation percentage, which determines how long the asset is planned to be used (e.g., if the asset’s useful life is set to 5 years, enter 20% here, calculated as 100% / 5 years = 20%).
2. Asset depreciation (balance sheet) – the account where depreciation is recorded in the balance, i.e., the asset’s wear and value decrease. By default, this is the same account as in the fixed asset automatic entries settings.
3. Asset depreciation (profit and loss statement) – the account where depreciation is recorded in the profit and loss statement. By default, this is the same account as in the fixed asset automatic entries settings.
4. First depreciation transaction – by default, this is the end of the acquisition month, and the calculation starts from the acquisition date.
5. Location – free text for entering the location of the fixed asset. When you start entering the location, the system will also suggest previously entered locations for quicker entry.
6. Source document – reference to the purchase invoice line on which the fixed asset card was created. As long as the fixed asset card is linked to the purchase invoice line, you cannot change the fixed asset name, value, or acquisition date.

Click the “Save asset” button.