Fixed Asset Clerk

The register that still matches reality in three years.

Asset registers do not break suddenly. A laptop gets expensed instead of capitalised. A van is sold and nobody takes it off. Three years later the balance sheet carries equipment that left the building in 2024, and the only way anyone finds out is an auditor asking to see it.

It catches assets at the moment the detail still exists. When a bill is posted or an expense approved, it checks the purchase against your threshold and, when it qualifies, records what it is with its serial number, what it really cost including the freight and installation that usually get lost in expenses, the date it was actually placed in service rather than the date it was paid for, where it is, and who is responsible for it.

It knows a repair from an improvement. Restoring something to working order is a repair, however large the bill feels. Making it better or making it last longer is an improvement that extends the asset. Getting that wrong in either direction moves profit between years.

Disposals actually come off. Sold, scrapped, traded in, or stolen, with the date, the proceeds, and the gain or loss against what it was still carrying. It looks for disposals in the places that know — a receipt of proceeds, an insurance claim, a custodian saying it is gone — rather than waiting for paperwork that may never come.

Every month the register proves itself. Opening cost plus additions less disposals equals closing, the same for accumulated depreciation, and both have to agree with your balance sheet. When they do not, it names what is behind the difference instead of reporting a variance.

And it hunts ghosts. Assets fully depreciated but still in use, assets whose custodian left the company, and anything nobody has confirmed exists within a year.

It drafts the depreciation entry. Your Controller posts it.