Asset Status, Under Repair, Reports, CSV Import/Export and Labels
Set status to In use, Idle, Under repair or Lost; the Reports tab shows value by category and location, end-of-life and no-custodian lists, with CSV export, import and label printing.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
Status: in an asset's drawer the Status dropdown (the “edit fixed asset” permission) offers In use, Idle, Under repair and Lost. Idle and Under repair still depreciate; Lost does not and shows a warning to dispose of it to write it off. There is no separate maintenance scheduling module: use Under repair status and the Notes field to track servicing.
Register tab: search by name, tag or serial number, filter by Category, Location and Custodian (including Not assigned), and Print labels for tagged items.
Import CSV (the “add fixed asset” permission) accepts up to 1000 rows with columns name, category, location, custodian, purchaseDate, cost, salvageValue, usefulLifeMonths, method, serialNumber, supplierName, notes; Download template gives the format.
The category must already exist, custodian is matched by staff email or full name, dates use YYYY-MM-DD and cannot be in the future, salvage must be below cost. Imported assets are treated as already in the books, so nothing is posted; rejected rows are reported with their row numbers.
Reports tab shows Net book value by category and by location, Nearing the end of their life (within 6 months, 1 year or 2 years, marking those Past its life), Without a custodian, and Export register (CSV) with all asset fields. The Disposed tab lists disposed assets. Directors and Accountants can read all of this; only create/update users can change data.
Before you start
- The “view fixed asset” permission to view reports; the “edit fixed asset” permission to change status; the “add fixed asset” permission to import
Steps
- Open Fixed Assets > Register and select View on an asset
- Change Status to Under repair, Idle, Lost or In use
- Use Import CSV and Download template to bulk-add assets
- Open the Reports tab to review value by category or location and the nearing-end list
- Select Export register (CSV) to download the register
Common problems
Import says Category "X" does not exist
Create the category first on the Categories tab or fix the spelling in the file; names are matched ignoring case.
Custodian was not found
Use the staff member's exact email or full name as saved in the school.
Where do I record maintenance?
Set the asset to Under repair and add details in Notes. There is no maintenance schedule screen.