The Inventory (asset register) lists all of your organization's possessions: furniture, equipment, books, vehicles, kitchen items and more. For each asset you record value and purchase date, and the system automatically computes the current book value using linear depreciation. You add photos and documents (invoice/warranty) and print a QR label for every item.
Where to find it
Sidebar → Finance → Inventory. This page only appears if the inventory module is on and you have the manage inventory permission. The module is on by default for the Education Complete and Membership + Education Complete plans; on other plans a super admin can enable it.
One item = one physical object
Every row is exactly one object with its own unique code (e.g. INV-2026-0001) and its own QR code. That way you can track value, condition and assignment precisely, per item.
Step by step: add an asset
- Click New asset at the top right.
- Fill in the basics: name, category, status, condition and optionally serial number, brand and model.
- Under Financial & depreciation enter the purchase value and purchase date. Choose the Linear method and set the useful life in years (and an optional salvage value).
- Add photos (the first one becomes the cover) and optionally documents such as the invoice or warranty.
- Click Save. The asset automatically gets a code and a QR code.
Depreciation and book value
If you enter a purchase value, purchase date and useful life, the system computes the current book value at any moment (linear). The value drops evenly each year and stops at the salvage value. Choose None as the method and the book value stays equal to the purchase value. Nothing needs manual updating.
Overview, filters and search
Key figures sit at the top: total assets, purchase value, current book value and assigned versus free. Below them you filter by status, category and condition, and search by name, code or serial number. On mobile you see cards, on desktop a table.
Printing QR labels
Open an asset to see its QR code and click Print label, or use the Labels button at the top to print an A4 sticker sheet for the whole (filtered) list at once. Stick the label on the item; a scan opens the asset detail directly in the portal (you must be signed in as an administrator).
Exporting
The Export button downloads the (filtered) list as a CSV file for your treasurer, board or accountant — including purchase value, current book value and assignment.
Tips
- Stick the QR label on the item right away; at the annual count you simply scan each one.
- Enter a realistic useful life (e.g. 5 years for laptops) so the book value is correct for the annual accounts.
- Add a photo — it makes identification and insurance much easier.
Frequently asked questions
Do I have to maintain the book value myself? No. The book value is computed automatically from purchase value, date and useful life.
Can I enter several identical items as one row? No — every physical object is one row with its own QR code, so assignment and depreciation are correct per item.
Troubleshooting
- I don't see Inventory in the sidebar. The inventory module is off, or you lack the manage inventory permission. Ask your lead administrator to enable the module or grant you the permission.
- The book value doesn't change. Check that a purchase date, a useful life in years and the Linear method are all filled in.
Related
- Assignment and history — lend out assets, take them back and follow the movements.
- Cash book — your organization's financial bookkeeping.