How to view the asset lists and history

What is it for?

It answers three questions about the company's assets: which assets do I have, what are they worth on a given date and what happened to each one. It is view-only: nothing described here creates journal entries.

When to use it?

• When you want to see the assets by category, by location or by state.
• When the accountant asks for the list of assets with their value on a given date.
• When you need to know who changed an asset, and when.
• To count the assets on site, use the physical inventory.

Where to find it?

• Accounting › Record › Partners and assets › Fixed assets: the list of assets and each asset's form.
• Accounting › Record › Partners and assets › What is there to do with the assets? › Supporting lists: Trial balance of the assets and Disposals Map.

Before you start

• Your profile is Accountant, Certified accountant, Management or Auditor. The Billing profile does not have these entries.
• The assets are registered. If they are not yet, see how to register an asset.

How to use it

List the assets

1. Open Fixed assets. The list opens with the In use filter: scrapped assets do not appear.
2. To see other states, click × on the In use filter, or open the Search options and choose, for example, In preparation, Stopped, Closed or With Tax Difference.
3. In Group By, in the same options, choose Category, State, Localisation, Acquisition Year, Supplier or Cost Center.

In the example, with the In use filter there are 6 assets in 4 categories. Without the filter there are 8: a scrapped one and one in preparation also appear. When grouping, each group shows the total Cost and Net book value.

Print the asset trial balance

1. Open What is there to do with the assets?. In Supporting lists, click Trial balance of the assets.
2. In Up to, check the date. It opens with today's date.
3. If you wish, choose a Category or a Location.
4. Click PDF or XLSX to download the map, or Detail to see the assets on screen.

At the top, the map states the period (“Período Até 05/11/2026”, in the example), and the PDF is called “Balancete de ativos fixos - Empresa Demonstração, Lda - 2026-11-05”. The PDF shows, by category and with totals: the acquisition value, the accumulated depreciation and the net book value, in the accounting and tax columns. In the example, the accounting net book value of the 6 assets in use adds up to €214,384.16, the same as the sum of the list's Net book value column. Scrapped assets are not in the trial balance: they are in the Disposals Map, which works the same way, with the From and Up to dates.

See what happened to an asset

1. In Fixed assets, open the asset.
2. Click the What happened tab. It shows the Impairments, the Revaluations and the Events.

Each event has the date, the type, the value before and after, the amount, the period, the journal entry and the user. In Actions › Asset history, you see the same events as a list. This list is read-only: the history cannot be changed or created by hand.

To see the planned and processed depreciation year by year, open the Depreciation plan tab on the same form.

Expected result

You know which assets you have, what they are worth on the chosen date and what happened to each one, without having changed anything.

Important notes

• The trial balance lists what is registered. To find out whether it matches the accounts, use Assets reconciled with the accounts, in the same Supporting lists; for the closing, see how to prepare the assets for the closing.
• Tax columns. They only add up the confirmed tax periods. When an asset has no tax rate or has periods still to confirm, the map warns you, at the end of the PDF and the XLSX. Without a rate, the warning says: “Without a tax depreciation plan (no DR 25/2009 rate on the Tax tab), so the tax columns are 0,00: asset name.” In the example, tax depreciation adds up to €10,279.12, against €10,515.84 in accounting, and the warning says: “Tax periods already ended and not yet confirmed, so they are not in the tax columns (confirm them with the month depreciation processing): Telemóveis da equipa comercial, Impressora multifunções.”

Common problems

An asset is missing from the list. It is in another state: the In use filter hides assets in preparation, stopped, closed and scrapped. Remove the filter.

I cannot add a line to the history. That is normal: the product writes the history itself whenever the asset changes.