Asset disposal

Transaction → Asset Disposal takes assets out of active service: sold, scrapped, lost, or simply worn out.

Disposal does not delete anything. The asset is marked as disposed, drops out of the active register and stops depreciating, but its record and full history remain — and it can be brought back with a reverse disposal if the decision was wrong or the missing item turns up.

The lifecycle, submitting, fixing and voiding are in Document basics.

Create the document

1. Open Transaction → Asset Disposal and select the create button.
2. Fill in the header:
   • The title, and the department, location and category context
   • The disposal date — when the asset actually left service
   • The last depreciation date — the point depreciation should stop
   • The status the assets should carry once disposed
3. Save. The number is generated and the status is DRAFT.

The two dates

These are the fields most worth getting right, and they are easy to skim past.

The disposal date is when the asset left service. The last depreciation date decides how much depreciation is charged before it stops. Setting it carelessly either charges depreciation for months the asset was already gone, or stops it early — both distort the book value at the moment of disposal.

If you are unsure, ask whoever owns the accounts. See Depreciation.

Add the assets

1. On the Asset List tab, add assets one at a time or use the bulk option.
2. Only active assets appear. An already-disposed asset cannot be disposed again.
3. Remove any line added by mistake while the document is still DRAFT.

Attachments and Carbon Copy

Disposal usually needs evidence — a disposal authorisation, a sale receipt, photographs of a damaged item, a police report for something lost. Attach it on the Attachment tab. Your administrator may have made attachments mandatory for disposals.

Add finance, or anyone who needs to know, on Carbon Copy.

Submit and approve

Select Document Confirmation. The document becomes PENDING and approvers are notified.

On approval:

• Each asset is marked as disposed
• Each asset's depreciation date is updated from the header, so depreciation stops
• The assets leave the active asset list
• Each gets a history entry pointing at this document

If the document is voided or rejected, nothing happens to the assets — they stay active. A voided disposal has no effect at all.

If it is rejected it returns to you as a DRAFT; fix it and use Confirm Fix.

After disposal

Question	Answer
Is the asset deleted?	No. It is marked disposed and keeps its record and history
Can I still find it?	Yes — filter the asset list for disposed assets
Does it still depreciate?	No. Depreciation stops at the last depreciation date
Can it come back?	Yes — see Reverse disposal
Can it be moved or changed?	No, not while disposed

Disposing from the asset list

Selecting assets in Asset and choosing the disposal bulk action creates the same document with those assets pre-filled, and follows the same approval route. See Managing assets.

Common problems

Problem	Why	What to do
An asset is not in the available list	Already disposed, outside your visibility, or locked by an active Stock Opname	Check its status and your assignments
Book value after disposal looks wrong	The last depreciation date was set incorrectly	Correct it while the document is still DRAFT; if approved, use a reverse disposal and redo it
Cannot submit — attachment required	Your company requires evidence for disposals	Attach the supporting document. See Company configuration
Disposed the wrong asset	It happens	Raise a reverse disposal
An unscanned asset needs disposal during Stock Opname	Reconciliation and follow-up are managed in the count	Reconcile it, choose Process and finish the linked disposal. See Stock Opname