Create Assets from Vendor Bills

Axanta ERP can automatically create fixed assets when a vendor bill is posted. This process can be used for purchases such as computers, furniture, vehicles, machinery and other capital assets.

No asset is created while the vendor bill remains in Draft. The asset is created when the bill is posted.

Video Tutorial

Watch the tutorial on YouTube

1. Understand the Required Profile Options

The Asset Profile should already exist before preparing the vendor bill. The following options directly affect assets created from bills.

Profile Option	How It Works	Example
Skip Draft State	When enabled, the generated asset is confirmed automatically and becomes Running. When disabled, it remains in Draft for review.	Disable when asset approval is required.
Create One Asset per Unit	When enabled, every unit in the bill-line quantity creates a separate asset. When disabled, the complete bill line creates one combined asset.	Quantity 3 at $500 creates three assets at $500 each when enabled.
Analytic Distribution	The vendor bill line’s analytic distribution is copied to the generated asset.	Finance Department 100%

Enable Skip Draft State only when assets created from vendor bills do not require review before confirmation.

2. Create the Vendor Bill

Step 1: Go to Accounting → Vendors → Bills.

Step 2: Click New.

Step 3: Select the vendor and enter the bill details.

Step 4: Add the purchased asset under the bill lines.

Bill Field	What to Enter	Example
Vendor	Select the supplier from whom the asset was purchased.	ABC Technology Supplier
Bill Reference	Enter the supplier’s invoice number.	SUP-INV-2026-145
Bill Date	Enter the date shown on the supplier invoice.	1 June 2026
Accounting Date	Enter the posting date. This becomes the Asset Start Date on the generated asset.	1 June 2026

3. Complete the Bill Line

Bill-Line Field	What to Enter	Example
Label	Enter a clear asset description. This becomes the Asset Name.	Finance Department Laptop
Quantity	Enter the number of purchased units. The profile’s Create One Asset per Unit option determines whether the quantity creates one or several assets.	2
Price	Enter the purchase price per unit.	$1,000
Account	Select the fixed asset account. Selecting an Asset Profile changes the line account to the profile’s Asset Account.	Computer Equipment Cost
Asset Profile	Select the profile containing the accounting and depreciation settings for the purchased asset.	Computer Equipment - 5 Years
Analytic Distribution	Select the department, branch, project or cost centre that should receive future depreciation expense.	Finance Department 100%

Required: Enter a bill-line Label. The system uses the Label as the Asset Name and will stop posting if it is blank.

Only bill lines containing an Asset Profile create assets. Tax lines do not create separate assets.

4. Review Before Posting

Check	Required Review	Example
Label	The description clearly identifies the asset.	Finance Department Laptop
Quantity	The quantity agrees with the supplier invoice and the required number of asset records.	2 units
Price	The unit price and total line value are correct.	$1,000 × 2 = $2,000
Account	The correct fixed asset account is selected.	Computer Equipment Cost
Asset Profile	The profile matches the asset category and depreciation policy.	Computer Equipment - 5 Years
Analytic Distribution	The correct allocation is entered.	Finance Department 100%

The bill-line Label, value, Asset Profile and analytic distribution are used when creating the asset. Review them before posting.

5. Post the Vendor Bill

After completing the review, click Confirm or Post, according to the button displayed in the system.

Bill Condition	Asset Result	Explanation
Draft bill	No asset is created.	The asset is created only when the bill is posted.
Posted line with Asset Profile	An asset is created.	The line is marked for asset creation.
Posted line without Asset Profile	No asset is created.	The line is treated as a normal bill line.
Tax line	No separate asset is created.	Tax lines are excluded from asset creation.

6. Information Copied to the Asset

Generated Asset Field	Source	Example
Asset Name	Vendor bill-line Label	Finance Department Laptop
Reference	Posted vendor bill number	BILL/2026/00451
Purchase Value	Bill-line accounting value, excluding the separate tax line	$2,000
Asset Start Date	Vendor bill Accounting Date	1 June 2026
Partner	Vendor selected on the bill	ABC Technology Supplier
Asset Profile	Profile selected on the bill line	Computer Equipment - 5 Years
Analytic Distribution	Distribution entered on the bill line	Finance Department 100%
Salvage Value	Starts at zero for an asset created from a bill	$0
Depreciation Settings	Selected Asset Profile	Linear, 5 years, monthly

7. Quantity Examples

Profile Setting	Bill Line	Generated Result
Create One Asset per Unit disabled	Quantity 2 at $1,000 per unit	One asset with a Purchase Value of $2,000
Create One Asset per Unit enabled	Quantity 2 at $1,000 per unit	Two assets named Finance Department Laptop 1 and Finance Department Laptop 2, valued at $1,000 each

Enable Create One Asset per Unit when each purchased unit requires its own depreciation board and removal history.

8. Open the Generated Assets

After posting, an Asset(s) smart button appears on the vendor bill.

Step 1: Open the posted vendor bill.

Step 2: Click the Asset(s) smart button.

Step 3: One generated asset opens directly. When several assets were created, the Asset list opens.

The bill’s activity area also displays a message containing links to the assets created from the bill.

9. Review the Generated Assets

Check	Expected Result	Example
Asset Name	Matches the bill-line Label.	Finance Department Laptop
Reference	Matches the posted vendor bill number.	BILL/2026/00451
Purchase Value	Matches the applicable bill-line value.	$2,000
Asset Start Date	Matches the bill Accounting Date.	1 June 2026
Partner	Matches the vendor.	ABC Technology Supplier
Asset Profile	The correct profile is assigned.	Computer Equipment - 5 Years
Analytic Distribution	Matches the bill-line distribution.	Finance Department 100%
Depreciation Board	Follows the selected profile and Asset Start Date.	Monthly depreciation for 5 years

10. Confirm Draft Assets

When Skip Draft State is disabled, generated assets remain in Draft and must be confirmed after review.

Step 1: Open Accounting → Assets → Assets.

Step 2: Review the generated asset and depreciation board.

Step 3: Click Confirm Asset.

To confirm several reviewed assets together, select them from the Asset list and choose Action → Confirm Assets.

The bulk action confirms only selected Draft assets. Assets that are already Running, Closed or Removed are ignored.

11. Reset or Reverse the Vendor Bill

Action	System Result	Required Review
Reset the vendor bill to Draft	Assets created by the bill are removed before the bill returns to Draft.	Confirm that the generated assets should be removed.
Reverse the asset-creation entry	The related asset is removed when the system identifies the reversal as reversing its original creation.	Review the reversal and the Asset list.

Critical note: Do not reset or reverse a vendor bill without reviewing its generated assets. Existing depreciation or other asset transactions may need to be corrected first.

12. Common Issues

Issue	Possible Reason	Action
No asset was created	The bill line did not contain an Asset Profile.	Select the correct profile before posting.
Posting reports a missing asset name	The bill-line Label is blank.	Enter a clear Label on the bill line.
One asset was created instead of several	Create One Asset per Unit is disabled.	Enable the option before posting.
Several assets were created instead of one	Create One Asset per Unit is enabled.	Disable the option when one combined asset is required.
The asset was confirmed automatically	Skip Draft State is enabled.	Disable it when assets require Draft review.

13. Final Review

Check	Required Review	Completed
Vendor Bill	Vendor, reference, Bill Date and Accounting Date are correct.	Yes / No
Bill-Line Label	A clear Asset Name has been entered.	Yes / No
Quantity and Price	The quantity, unit price and total value are correct.	Yes / No
Asset Account	The correct fixed asset account is selected.	Yes / No
Asset Profile	The correct profile is selected.	Yes / No
Analytic Distribution	The required allocation is entered.	Yes / No
Generated Assets	The correct number of assets and values were generated.	Yes / No
Depreciation Board	The generated depreciation schedule is correct.	Yes / No
Asset Status	The assets are Draft or Running according to the selected profile option.	Yes / No

Final critical note: Posting the vendor bill creates and links the assets to the bill’s accounting entry. Review all asset-related lines carefully before posting.