Introduction
This is the screen headed Asset Financial. It holds what each vehicle cost you and how much of that cost is written off every month — one row per vehicle that has those details recorded. Search boxes and an Unlinked assets button sit along the top, and every row ends with a pencil, which opens the record, and a trash can, which removes it.
You come here when:
- a car has just been delivered and the purchase invoice has to be recorded against it;
- your bookkeeper asks what a van is still worth in the books;
- a vehicle has been in the fleet for a while and nobody ever entered what it cost;
- a car has been sold and its sale price has to be recorded;
- you want to see which cars are still being written down.
Words these screens use
Skim this once; come back to rows as needed:
| The app says | It means |
|---|---|
| Asset, Object | A vehicle, or any other item you rent out |
| Asset financial profile | The purchase and write-down details for one vehicle |
| Residual value | What you expect it to be worth when you are finished with it |
| Useful life months | How many months you are spreading the cost over |
| Book value | What the vehicle is currently worth in your books |
| Depreciation | Writing a bit of the purchase price off each month |
| Unlinked assets | Vehicles that have no purchase details recorded yet |
| Cost Origin | Where a cost line came from. Write-downs are marked Depreciation |
Every way to reach this
| Route | What you get |
|---|---|
| The Financials screen, then Asset financial overview under Costs | The list of vehicles that have purchase details recorded |
| Unlinked assets, then Create on a row | Starts the details for a vehicle that has none. See the steps below |
| The Financials screen, then Cost overview under Costs | Where each month's write-down turns up as a cost line against the vehicle |
| Defleet on the Assets list | Records a sale price and sale date and stops the write-downs for several vehicles at once. See Take vehicles out of the fleet |
Use this page when you are entering or correcting what a vehicle cost.
How to use
Configuration
There is nothing to switch on. The list starts empty and fills as you add vehicles, and no setting elsewhere changes what this screen does.
Two things about it are worth knowing before you start, because neither is visible on the screen. The first is that the app works out and adds the monthly write-down by itself, once a day, in the afternoon (16:00 Dutch time in winter, 17:00 in summer) — nobody presses a button for it, and months it missed are caught up on the next run. The second is that the amount lands on the Cost overview screen as a cost line, not on this one; only Book value and Depreciation last run date change here.
Before you start: you need a company administrator account. Everything on these screens — opening them, Create, saving a record — is limited to administrators, so if the screen will not open or the buttons do nothing, that is why; ask your administrator. The vehicle itself must already exist in the fleet, because you pick it from a list of vehicles rather than typing its plate here.
Using the financial records
From the main menu open Financials — the screen carrying the Invoices and Payments tiles — go down to the Costs heading and click Asset financial overview. The screen headed Asset Financial opens. There is no menu entry straight to it.
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Look for the vehicle in the list. If it is already there, click the pencil icon at the end of its row to open its details.
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If it is not there, click Unlinked assets, above the list. A second screen opens listing every vehicle with no purchase details, with one column, Registration number. Find your vehicle and click Create on its row.
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Fill in the screen headed Asset financial profile. Either route opens it with the vehicle already attached, so there is nothing to pick. Work down the fields:
Field Starts as What it does What it accepts Purchase price 0 What you paid. The whole write-down is built from it Amounts with decimals Purchase date Empty When you bought it. For your records only A date Book value 0 What the vehicle is worth in your books. The app keeps it up to date — see Key details Amounts with decimals Residual value 0 What it will be worth at the end. Subtracted before the cost is spread Amounts with decimals Is sold Off Tick it once the vehicle has been sold. Ticking it reveals Sale price and Sale date, which stay hidden until then, and stops the write-downs A switch Depreciation active On Whether the app keeps adding monthly amounts. It switches itself off once they are finished A switch Depreciation method Straight line Both choices produce the same amount — see Key details Pick from the list Useful life months 60 How many months the cost is spread over Whole numbers only, 1 or more Depreciation start date Empty The date of the first write-down; later ones fall on the same day of each month. Empty means no write-downs at all A date Depreciation last run date Empty The month of the last write-down the app added. Leave it alone A date -
Click Save, at the bottom. Cancel beside it, and the arrow at the top left, throw your changes away.
You land back on the list with the vehicle's row showing your figures. To stop the write-downs later, untick Depreciation active and press Save; the amounts already added stay. For several sold vehicles at once, use Defleet — see Take vehicles out of the fleet.
Key details
How the monthly amount is worked out. The app takes the purchase price, takes off the residual value, and divides what is left by the number of months, rounded to the cent. A van bought for €24,000 that you expect to be worth €6,000 at the end, spread over the standard 60 months, gives €18,000 ÷ 60 = €300 a month. Over 12 months the same van writes off €1,500 a month.
The last month evens out the rounding. The final write-down takes whatever is left down to the residual value. A car bought for €20,000 with no residual value, over 36 months, writes off €555.56 a month; after 35 months that is €19,444.60, so the 36th month is €555.40 and Book value ends at exactly €0.
Missed months are caught up. The app books one line per month from Depreciation start date up to today, and never the same month twice. Enter the €24,000 van on 20 October 2026 with a start date of 1 March 2026, and the next daily run adds eight lines of €300, dated 1 March to 1 October.
Book value follows the write-downs. The first write-down always starts from the purchase price, so whatever you typed in Book value before it is replaced. For the van above it reads €21,600 after the catch-up and €6,000, the residual value, after the 60th month. A figure you change by hand later is where the next month starts.
The write-downs stop by themselves. Once they are finished, or cannot run, the app unticks Depreciation active and adds nothing more; the questions below list each case.
Where the amount appears. Each write-down is one line on the Cost overview screen: the vehicle's plate under Object, Depreciation under Category and Cost Origin, a description such as Depreciation 2026-03, the amount under Amount excl. VAT with no VAT, and the month's date under Date.
Both methods give the same answer. Depreciation method offers Straight line and Declining balance, but the app always uses the straight-line sum shown above. Declining balance is not implemented and is not planned, so the choice records a preference and nothing more.
None of this reaches a rental. Purchase price, book value and write-downs change no booking price, no quote and no invoice.
What to do next: the day after you save, go to Cost overview and check the write-downs for the vehicle are there and the amounts are what you expect. If they are not, work through the questions below before entering anything by hand.
Q&A
Why have no write-down lines appeared for a vehicle? Open its record and check three things: Depreciation start date must be filled in and not in the future, Depreciation active must be ticked, and Is sold must be unticked. Then compare Purchase price with Residual value — if the residual value is the same or higher, there is nothing to write off and the app has switched Depreciation active off. Put the figures right, tick Depreciation active again and press Save; the next daily run catches up every month since the start date. If everything looks right and still nothing appears, open Cost overview and click Generation errors, which lists the write-downs that failed, and show it to your administrator. Do not type the missing months in by hand with New: the app would add its own lines for the same months later, and the vehicle would be written down twice.
Why does the list show an ID number instead of the number plate? The first column of Asset Financial is ID, a number the app gives each record, and no column on that screen names the vehicle. There is no way to add one. To be certain which vehicle a row belongs to, note the figures, then find the vehicle on Cost overview, where the Object column does show the plate.
Why can I not delete a wrong write-down line on Cost overview? Write-downs cannot be deleted there; the app answers Depreciation costs follow from the vehicle financials and cannot be deleted. Correcting the record does not go back and change lines already posted, but the months still to come use your corrected figures, run on from the Book value in the box, and the last month takes whatever is left down to the residual value. If the wrong lines themselves have to go, ask your administrator.
Why did Depreciation active switch itself off? The write-downs are finished or cannot run. Check which of these applies:
| Situation | What you see |
|---|---|
| Book value has reached the residual value, or the last month of Useful life months is booked | The last line, then nothing more. Nothing to fix |
| Is sold is ticked | No new lines from the next run on |
| Residual value is the same as or higher than Purchase price | No lines at all |
| A record that was written down before has a Book value of 0 | No new lines |
If it was switched off by mistake, correct the figure, tick Depreciation active again and press Save.
I ticked Declining balance and the monthly amount did not change. It will not, and it is not going to. The setting is recorded against the vehicle, but the app works the amount out the straight-line way whichever method is chosen. If your bookkeeper needs a reducing monthly amount, it has to be worked out outside the app.
Can I set the write-downs up from the vehicle's own record? No. The vehicle record does have a Financial tab — the tenth of its thirteen — but it holds the vehicle's active period and its tax figures, and nothing about purchase or depreciation. See Add a vehicle to your fleet for that tab. Purchase price, book value and everything about depreciation live only on the screens described here.
I deleted a record by mistake. The trash-can icon at the end of each row on Asset Financial removes the purchase and depreciation details straight away, and there is no undo. Nothing else is harmed: the vehicle stays in the fleet, and the cost lines already written stay on Cost overview. Be careful putting it back: a new record through Unlinked assets and Create starts the write-downs from scratch, and its first run books every month again from Depreciation start date, next to the lines already there. Untick Depreciation active before you press Save, and ask your administrator how to continue the write-downs.
I cannot find the Financials screen. It is its own main-menu item, not something under Assets where the rest of the vehicle record lives. If it is not in your menu, ask your administrator — everything on these screens needs a company administrator account in any case.
Related pages:
- Add a vehicle to your fleet — getting the vehicle into the fleet in the first place
- Take vehicles out of the fleet — selling or returning several vehicles at once
- Record what a vehicle costs you — the Cost overview screen the write-downs land on
- Change which fields your vehicle records show — the tabs and fields on the vehicle record itself