Books: fixed assets, transfers, recurring vouchers and cost centre rules

These pages need the Standard finance level or higher.

Fixed assets

Open Books > Fixed assets. There are four tabs, including Register and Categories.

1. Register. Lists each asset with cost, depreciation so far and book value, with totals. A building is marked Property.
2. Categories. Each category has a depreciation rate and method. Only methods switched on in the setting can be chosen.
3. Add an asset. Give category, date, cost and, for an asset bought before the books started, the opening depreciation and the date up to which it was taken. Without the date it is refused. A "Depreciation for a full year" preview appears.
4. Depreciation runs. Make a run to a date. Another person approves. The voucher debits Depreciation and credits Accumulated depreciation. A run for a date already depreciated says "There is nothing to depreciate".
5. Dispose. Choose the asset, the date and the sale amount. After approval its status is Disposed. A journal posts the last depreciation, cash received and the profit or loss. The Schedule tab shows closing equals opening plus additions less disposals, for cost and depreciation.

Transfers between institutions

Open Books > Transfers to move money between two institutions of the same legal entity.

1. Make the transfer with the amount and the two institutions.
2. Someone who works at both institutions approves. Otherwise it says "You may not approve transfers for ...".
3. After approval a voucher exists in each institution, and the inter-unit mismatch report shows zero.
4. You cannot send money to an institution of another legal entity.

Recurring vouchers

Open Books > Recurring vouchers. A template such as "Electricity, monthly" shows its next due date.

1. Press Make the drafts that are due. Drafts are made, never posted. Running it twice makes none the second time.
2. If you edit a template so debits and credits differ, Save is off and the amounts are shown.
3. Post each draft through the usual approval.

Cost centre rules

Open Books > Cost centre rules. A rule says that a head needs a cost centre. Only the owner or admin adds rules.

• Required on a head: a voucher on that head without a cost centre is refused ("needs a cost centre").
• A group rule can limit the kinds of voucher. A rule on the head wins over the group's.

Common questions

The depreciation method I want is not in the list.

It is not switched on in the books settings. Ask the owner.

I cannot approve a transfer.

You must work at both institutions. Ask the owner or a person who does.