---
title: "Fixed Assets"
description: "Manage assets such as equipment and property. Track cost, depreciation, and disposal easily."
url: https://help.juan.ac/en/articles/9575775-fixed-assets
collection: "Registers"
updated: 2026-09-30
language: en
---

# Fixed Assets

Manage assets such as equipment and property. Track cost, depreciation, and disposal easily.

## Q1. How can I register a fixed asset?

-   In Juan, there are two main ways of registering a fixed asset:
    
    -   **Adding** a new fixed asset, that you have not registered elsewhere.
        
    -   **Transferring** a new fixed asset, that you may have previously registered elsewhere and started depreciating.
        

![](https://staticfiles.gleap.io/ghelparticle/VBPjWRNdWTSPqqA5reLQf8IYIPQ6RnUSnAzEiHxKTQCCI1ndMBWoX3UBOs2Diakp91hAxh0w168.png)

## Q2. What are the depreciation methods currently available?

-   Currently, only the **Straight Line** method is available in Juan.
    
    -   Depreciation will take place in a linear fashion, with a depreciation expense being recorded every month.
        
    -   Depreciation expenses are spread on a monthly basis, meaning that assets that are disposed of part way into a month will still see a full month's worth of depreciation.
        
-   You can also register fixed assets without depreciating them (Select **No Depreciation** under **Depreciation Methods**).
    

## Q3. When are depreciation expenses recorded/realized?

-   Currently, all depreciation entries will automatically be realized on the last day of every calendar month.
    
-   The most recent entry that was realized will be marked with a **calendar icon** on the depreciation schedule.
    

![](https://staticfiles.gleap.io/gattachments/NaAsmRRvnPZHhmyYj30ehyoDvZ35vOUOY50P8i6MPcJlFN2MLT4BkzoespcTB3jsBUzwpbrEiLu.png)

## Q4. Can I change when the depreciation expenses are recorded/realized?

-   Currently, you may not change the date when expenses are realized.
    

## Q5. Why do I not see all of my COA accounts when selecting accounts for my assets?

-   For the **Accumulated Depreciation Account** for a fixed asset, you can only select accounts with the account type **Fixed Asset**.
    
-   For the Depreciation Expense Account for a fixed asset, you can only select accounts with the account type **Expense.**
    

## Q6. Why can't I select an account when registering/transferring a fixed asset, although it is of the correct account type (fixed asset/expense?)

-   There may be a lock date set on the account, that is after the date of the first scheduled depreciation expense entry.
    
-   For more information on how lock dates work and affect fixed assets, refer to [Lock Dates (COA)](https://help.beppo.com/en/articles/9577112-lock-dates-coa).
    

## Q7. What is a purchase entry for a fixed asset?

-   A **purchase entry** for a fixed asset on Juan refers to the business transaction recorded when buying a **new** fixed asset.
    
-   This can be created as:
    
    -   A bill, where one of the line items is a fixed asset being purchased, or
        
    -   A journal entry, where the account for the **debit** entry has a **Fixed Asset** account type.
        

![](https://staticfiles.gleap.io/gattachments/uweAv3oLM0xibGHpet4L5t3T5a3Y2cn54g5d7mvJpITx8lQRtEjpPJJOhTnbm64qx2D7IzeMkaU.png)

## Q8. Can I create a fixed asset without associating it with a purchase entry?

-   No, all newly created (not transferred) assets must have an associated purchase entry.
    
-   As such, you must create the purchase entry for the fixed asset **before** creating the fixed asset.
    
-   Note that once a purchase entry (bill line item or debit line on a journal entry) has been linked to a fixed asset, it **cannot** be linked to other new fixed assets.
    

## Q9. What is the depreciable value for a fixed asset?

-   In Juan, **Depreciable Value** refers to the total depreciation expense that will be accumulated for a fixed asset over its useful life.
    
-   This is calculated in the following manner:
    
    -   **Depreciable value** = **Purchase Value** - **Residual Value**
        
        -   If a **Cost Limit** is set for the asset, this value will be used instead of the purchase value.
            

![](https://staticfiles.gleap.io/ghelparticle/p5pAt4ZYDeES7CIqAzUFoAqOZ3xZXJRy5mMzUXDGws2K6u8yuAZ5ZkekucdWHE86sXyBYXgxbOC.png)

## Q10. What is the cost limit for a fixed asset?

-   The **Cost Limit** is the maximum depreciable value for a fixed asset.
    
-   If set, this value must be less than the Purchase Value of a fixed asset.
    
-   If you do not want to account for or record the entire fixed asset expense for depreciation, you can set this value when adjusting the **Depreciable Value** of an asset.
    

## Q11. What do the "Active", "In-Progress" and "Complete" tabs mean on the fixed assets register?

-   Assets in the **Active** tab are all assets in your fixed asset register, regardless of whether they undergo any depreciation.
    
-   Assets in the **In-Progress** tab are assets that are still undergoing depreciation.
    
-   Assets in the **Complete** tab are assets that have completely depreciated.
    

## Q12. Where will the records for the depreciation expense entries show up?

-   The records will show up as records in your **General Ledger**, under **Depreciation Expense Account** that you have selected.
    

![](https://staticfiles.gleap.io/ghelparticle/1uWZucH51vPGGSlS3OnXf3EAv9PZeySWZTUamfVZ8sWhmD98HlH7HUp09NMJPSFWmtoH8dRkx48.png)

## Q13. When transferring in new assets, will the depreciation expenses accumulated so far be recorded in my general ledger?

-   No, Juan will only record new depreciation entries, starting from the date of transfer.
    

## Q14. What is a sale entry for a fixed asset?

-   A **sale entry** for a fixed asset on Juan refers to the business transaction recorded when selling a fixed asset.
    
-   This can be created as:
    
    -   An invoice, where one of the line items is a fixed asset being sold, or
        
    -   A journal entry, where the account for the **credit** entry has a **Fixed Asset** account type.
        

![](https://staticfiles.gleap.io/gattachments/fAAUSkZhJrUwqQ229iqPVQK2OjSEG389C5VfYWsqmRdr1kQt20RyG1O1WewpFGzZUGR8XL6Phdi.png)

![](https://staticfiles.gleap.io/gattachments/v82LLaxquuNSMEL3aE8fll3KqdKQ2H6JMeh2ZKm9ND6jynyEvgmWvSr1046VZhk1dqL6c1BkQOQ.png)

## Q15. Can I sell a fixed asset without associating it with an existing sale entry?

-   No, all fixed asset sales must be linked to an existing sale entry.
    
-   As such, a sale entry for the asset sale must be created **before** marking an asset as sold.
    
-   Do note that once a sale entry (invoice line item or credit line on a journal entry) has been linked to a fixed asset sale, it **cannot** be linked to other fixed asset sales.
    

## Q16. I created a sale entry, but I don't see it in the dropdown?

-   If your sale entry is an **invoice**, the line item for the asset that is sold must have the **same fixed asset account** as the fixed asset being marked as sold.
    
-   If your sale entry is a **journal entry**, the account that you select in the **credit** journal entry must be the **same fixed asset account** as the asset account of the asset being marked as sold.
    

## Q17. What happens when I dispose (sell/discard) a fixed asset that is still depreciating?

-   When you dispose of a fixed asset while it is still undergoing depreciation, the following happens:
    
    -   A final depreciation expense will be recorded on general ledger, on the depreciation end date that you have selected.
        
    -   If you sold the asset, the record relating to the sale entry will show up in the general ledger as well.
        

## Q18. Are there any impacts on my financial records if I modify (edit/delete) an asset?

-   When **editing** an asset, associated ledger entries (such as the ones to the fixed asset and depreciation expense account) will get recreated.
    
-   When **deleting** an asset, all associated general ledger entries will be deleted.
    
-   The recreation/deletion of ledger entries are still subject to the lock dates of associated fixed asset/expense accounts. For more information on lock dates, please refer to [Lock Dates (COA)](https://help.jaz.ai/en/articles/9577112-lock-dates-coa).
    

## Q19. Are there any impacts on my financial records if I modify any (delete or undo) disposals?

-   In Juan, deleting a disposal is treated as deleting a disposed fixed asset. As such, all associated ledger entries will be deleted, including previously recorded depreciation entries, as well as the ledger entry relating to the disposal.
    
-   When **undoing** a disposal, the fixed asset will be returned to the register. The associated disposal ledger will be reversed, and depreciation entries that were previously reversed will be recorded again.
    

## Q20. Why am I getting an error while trying to modify an asset or a disposal?

-   If the asset you are modifying makes use of an account with a lock date, you may not be able to modify or dispose of the asset.
    
-   Refer to Lock Dates (COA) for more information on how accounts with lock dates affect your fixed assets.
    

## Q21. Why can't I add or manage assets on the fixed asset register?

-   Make sure that you have permissions for activities relating to fixed assets - either **Preparer** or **Admin** permissions.
    
-   For more information on user permissions, see [User Management](https://help.juan.ac/en/articles/9066648-user-management.md).
    

## Q22. Why can't I create draft fixed assets?

-   Only users that have **Preparer** or **Admin** permissions for fixed assets can create or save draft fixed assets.
    

## Q23. Who can convert draft fixed assets to active?

-   Only **Admins** can convert draft fixed assets to active fixed asset.