Fixed Assets · Daily operations · 7 min read

Run monthly depreciation

Propose, review, approve and post the depreciation of every running asset, and handle locked months.

Before you begin

• Assets are Running. Drafts and disposed assets are not depreciated.
• The months you are depreciating fall in open periods (see Close a month and a year).
• Two people are needed. The person who proposed the run cannot approve it.

Steps

1. Open Fixed Assets > Depreciation runs.
2. In the toolbar pick the month with the month picker. The run covers every planned or blocked row up to and including that month.
3. Press Propose run. The run appears as To approve with a number, the count of rows and the total depreciation. Nothing is posted yet.
4. Open the run and read its lines. Each shows the asset, the month, the amount and its status.
5. A different user with asset.approve presses Approve and post.

If you need to abandon a proposal, a user with asset.manage presses Cancel run. The schedule rows stay planned.

What happens next

The run becomes Posted (Rows posted equals total). One journal entry is booked per row, dated at the month end: debit depreciation expense and credit accumulated depreciation. The schedule rows become Posted and book values fall.

Worked example. Asset A depreciates AED 100.00 a month and asset B AED 90.00. The September run shows 2 rows and AED 190.00. After approval, two entries are dated 30/09/2026 and depreciation expense rises by AED 190.00. If July and August were never posted, a run up to September posts three entries per asset, dated 31/07, 31/08 and 30/09, in month order.

When a month is locked

Months post in order. If the accounting period for an earlier month is locked, that row is Blocked with the message "This accounting period is locked." Later months for that asset show "Waits for ..." and the run ends as Partly posted. Nothing is posted for that asset, and a message lists the refusal. After the period is unlocked, propose a new run; it picks up the blocked rows and posts them. Rows already posted are not repeated.

Good to know

• A month posts once. Proposing a run when nothing is due is refused: "Nothing is due up to 2026-09."
• Only one proposed run can wait at a time: "A depreciation run is already waiting for approval."
• Only a proposed run can be cancelled.
• If another user decided the run first, you are asked to reload.
• After posting, check Fixed Assets > Reporting > Asset roll-forward. Its "Against the ledger" table should read Agrees. See Physical checks and asset reports.
• Straight-line depreciation uses whole months; there is no daily proration. See How depreciation is calculated.