Assets, projects & expenses

Long-lived assets and the work that builds and maintains them, plus staff expense claims.

Fixed assets (/fixed-assets)

The asset register and depreciation. This is a mature, banking-shared capability: register assets, capitalise them, track construction-in-progress, run depreciation, revalue and impair, transfer and dispose, with IAS 40 (investment property) and IFRS 16 (leases) supported.

What it posts:

Event	Debit	Credit
Capitalise	Fixed asset	Cash, or Project work-in-progress
Depreciation	Depreciation expense	Accumulated depreciation

Permission: fixedasset:read (and the register's own maintenance permissions).

Maintenance (/maintenance)

Work orders against an asset. Raise one (preventive or corrective), start it, and complete it (capturing the actual cost), or cancel it. The work order is tied to a real asset in the register.

• Lifecycle: RAISED → IN_PROGRESS → COMPLETED (or cancelled).

Not yet built: maintenance cost is captured, not posted

Completion records the actual cost but does not yet post it. (Splitting a repair between expense and capitalised betterment is the deferred piece.) Treat the cost as recorded, not booked.

Permissions: maintenance:read, maintenance:manage, maintenance:complete.

Expenses (/expenses)

Employee expense claims, with policy caps. Set a per-category cap, submit a claim with lines (category, amount), checked against the cap, then approve it (which expenses it and records what the business owes the employee) and reimburse it (which pays them).

• Lifecycle: DRAFT → SUBMITTED → APPROVED → REIMBURSED (or rejected).
• Policy caps stop an over-limit line at submission, not at payment.

What it posts:

Step	Debit	Credit
Approve	Operating expense	Employee reimbursements payable
Reimburse	Employee reimbursements payable	Bank

Permissions: expense:submit, expense:approve, expense:manage, expense:read.

Projects (/projects)

A cost collector in front of fixed assets. Create a project (capital or contract) with a budget and a project dimension, open it, charge costs to it (labour, material, procurement, overhead), complete it, and then either capitalise it (capital projects) or close it (contract projects). View the project profit & loss.

• Lifecycle: DRAFT → OPEN → COMPLETED → CAPITALISED (capital) or → CLOSED (contract).
• A capital project accrues work-in-progress, then capitalises into a fixed asset that depreciates in the register. A contract project's costs are period expense.
• Project P&L is a read over the project dimension: it is the ledger, sliced by project, so there is nothing separate to reconcile.

What it posts:

Event	Debit	Credit
Charge (capital)	Project work-in-progress	The cost source
Charge (contract)	Project expense	The cost source
Capitalise	Fixed asset	Project work-in-progress

Permissions: project:read, project:manage, project:cost, project:capitalise.

Grants (/grants)

Restricted funding. Register a grant, award it (which registers it as a funding source), charge expenditure against it (gated so you cannot overspend), and close it.

• Lifecycle: DRAFT → AWARDED → CLOSED.
• A grant is a restricted funding source: available = award − charged. A charge beyond the award is refused before it is committed. A charge is a restricted-funds commitment, like an encumbrance.

Not yet built: grant expenditure does not post

Grant charging enforces the funding limit but does not yet post to the ledger. The commercial contract lifecycle is also deferred; this slice is grants only.

Permissions: grant:read, grant:manage, grant:charge.