The register and the tags
Each asset gets a tag, FA-000123, printed as a barcode label in the same sizes as your product labels, and a card: a photo, a category, the branch and the place (a Warehouses location when that module is on), the supplier, the purchase and in-service dates, the cost, the salvage value, the life, the method, the serial, the warranty, notes, and its state — in use, in store, under repair, disposed.
Categories come ready, each with a life, a method and its accounts: equipment and machines (5 years, straight line), furniture and fittings (7 years), vehicles (5 years, declining balance at 40 % a year), computers and devices (3 years), shop fit-out (5 years). You change any of them, and add your own.
Where the cost comes from
- From a Books bill: a bill line booked to a fixed-asset account. The bill already did the purchase and took the input VAT; the register only picks the line up. One asset per line.
- Paid now from cash or the bank: the register posts the purchase journal itself (a purchase with VAT is better entered as a Books bill).
- Already in the books: something bought years ago, with the depreciation booked before and the last month it covers; the register goes on from the month after.
Depreciation every month
- Fixed assets → Depreciation shows a preview of an ended month: each asset's charge, and the journals per branch and per category.
- Run posts one Books journal per branch, dated the month's last day, with a line pair per category. A month is never posted twice — two clicks or two people at once still post one journal.
- After the first run, each month runs by itself the day after it ends (you can switch that off and run it by hand). When a month waits, the owner is alerted.
Straight line spreads cost − salvage evenly over the life; declining balance charges the value at the start of the month × the yearly rate ÷ 12, never below the salvage. The first and last months count their days in service.
An example: a coffee machine
An example with round numbers. A café buys a coffee machine for 120,000 EGP before VAT on a Books bill, expects 12,000 for it after five years, and puts it in service on 16 January. Straight line: (120,000 − 12,000) ÷ 60 months = 1,800 EGP a month. January counts 16 days of 31: 929. Each month after: 1,800. After two years the accumulated depreciation is about 43,200 and the book value about 76,800 — the number Ask your shop gives when you ask “what is the book value of our assets”.
Selling or scrapping
Sell or dispose on a day: the depreciation up to that day, the asset out of the books, and the gain or loss against what you got. The money goes to cash, the bank, or a customer invoice through Books — or nowhere, if it was scrapped or given away. VAT on a sale is on by default when the shop charges VAT; a tick decides. In the example, selling the machine for 70,000 when its book value is 76,800 books a loss of 6,800. The asset stays on the register, marked disposed, with its history.
Transfers and changes of value
- Move to another branch (Chain): a journal moves the asset's balances to the other branch's books; the months not run yet depreciate there.
- Revalue or impair: the value goes up or down on a day, and the depreciation after it follows the new value.
Counts by scanning
Asset count: open a count for a branch or one place in it, walk round, and scan each tag with the phone's camera or a scanner (or type FA-000123). Each scan says found, counted already, from somewhere else or unknown; the sheet shows what is missing. Close it with a note. A count changes nothing by itself — it is the list you act on. A count left open over 7 days alerts the owner.
Also: a warranty ending within 30 days alerts the owner; the register and the depreciation schedule export to Excel or CSV for your accountant.
Books' old asset page
Books used to have its own asset page. There is now one register, not two: the assets Books held came over once, the first time the module opened, with the same book values every month and the depreciation already posted kept as it was. Old Books links open the new pages, and Books' month-end checklist reads the module.
What it does not do
• It needs Books. It cannot be switched on before Books, and Books comes with Business and Chain.
• Not built: component depreciation, units of production, tax depreciation tables, selling part of one asset.
• Online only: the program on your PC has no asset register.
• Not AI: fixed arithmetic on your numbers.
Which plans include it
| Edition | Fixed assets |
|---|---|
| PosMasr Cloud | Included in the Business and Chain plans, with Books. Listed as an add-on for Shop at 200 EGP a month, usable once Books is there. The 14-day trial has it. |
| The program on your PC | Not included |
Available now: Settings → Fixed assets, off until a manager switches it on. The steps are in the manual.
Quick answers
I bought the oven before I had PosMasr. Can I add it?
Yes, as “already in the books”, with the depreciation booked before and the last month it covers; the register spreads the rest over the life left.
Can I change an asset's cost after a month was run?
No: the money fields change only until the first depreciation is booked. Use a revaluation or an impairment instead.
Which printer for the tags?
The label printer and sizes you already use for products.
Is the depreciation calculation AI?
No. It is the usual arithmetic on your numbers, the same every time.
Put the shop's assets in one list
Start the 14-day trial of Business, no card: Books and Fixed assets are in it. Register three assets, print their tags and preview last month's depreciation.
First year 20% off every plan and add-on — with the code
