Fixed asset and depreciation register (up to 1,000 assets)
Keep up to 1,000 fixed assets with their cost, depreciation rate and year-by-year value, for a business with a large asset base.
Companies with fleets, branches, machines or hundreds of items of equipment outgrow a short asset list. This version has room for 1,000 assets. Each one is listed with its cost, date, class and depreciation rate, and the workbook works out the charge for the year, the accumulated depreciation and the net book value of each asset and in total.
Finance teams of larger businesses, schools, hospitals and transporters, and accountants who prepare the fixed asset note for the annual accounts.
What is included
- Straight line and reducing balance methods
- Charge for the latest year
- Accumulated depreciation and net book value
- Totals for the register
- Summary by method with a chart
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How to use it
- List each asset with its date, cost, residual value and life in years.
- Choose the method and, for reducing balance, enter the yearly rate.
- Enter the number of years the asset has been in use at the year end.
- Read the charge, accumulated depreciation and book value.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the fixed asset and depreciation register (up to 1,000 assets) does
Companies with fleets, branches, machines or hundreds of items of equipment outgrow a short asset list. This version has room for 1,000 assets. Each one is listed with its cost, date, class and depreciation rate, and the workbook works out the charge for the year, the accumulated depreciation and the net book value of each asset and in total.
Who it is for
Finance teams of larger businesses, schools, hospitals and transporters, and accountants who prepare the fixed asset note for the annual accounts.
How to use the workbook
- List each asset with its date, cost, residual value and life in years.
- Choose the method and, for reducing balance, enter the yearly rate.
- Enter the number of years the asset has been in use at the year end.
- Read the charge, accumulated depreciation and book value.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Straight line and reducing balance methods
- Charge for the latest year
- Accumulated depreciation and net book value
- Totals for the register
- Summary by method with a chart
The workbook has these sheets: Instructions, Schedule, Summary. The main table has the columns Asset; Date bought; Cost; Residual value; Life (years); Method; Reducing rate; Years in use. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Use the same method for similar assets from year to year.
- Depreciation in the accounts differs from capital allowances for tax.
- Stop depreciating when the book value reaches the residual value.
- Remove sold assets from the list and record the gain or loss.
Why keep this record
Accounting records let you answer three questions at any time: what came in, what went out and who owes whom. Kept consistently they also make tax returns, loan applications and the sale of a business much easier, because the evidence is already organised. Entering transactions the day they happen is far cheaper than reconstructing them at year end.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
Good accounting records are a legal duty as well as a management tool: keep the supporting receipts and invoices with the workbook, and keep each year's copy for at least five years. Work on a copy, never on your only file, and back it up.
Read how to keep business records for KRA for the wider picture. Free calculators that go with it: Capital allowances calculator. See more accounting templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Free calculator: Capital Allowances Calculator
- Guide: A repairs budget and sinking fund for landlords
- Guide: Repairs versus improvements: what landlords can deduct in Kenya
- Guide: Importing machinery and spare parts into Kenya: duty, VAT and tax allowances
- Another template: Depreciation schedule workbook
- Another template: Fixed asset register with depreciation and capital allowances
- Another template: Accounts payable ageing schedule
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