Assets & Maintenance

What this is

Assets & Maintenance is where a facility tracks the long-lived equipment it owns — analyzers, imaging modalities, generators, beds — across both its financial and its operational life. The defining idea is that one asset record is both things at once: the fixed asset Finance depreciates and carries on the balance sheet, and the piece of biomedical equipment engineers schedule, fix, calibrate and keep in service. There is no separate asset register to reconcile against the books — capitalise once, and every maintenance, calibration, downtime and depreciation event hangs off the same row. Every money-moving action posts into the facility’s one set of double-entry books (the General Ledger), so the engineer and the accountant are always looking at the same numbers.

Key terms used on this page:

• Fixed asset — a long-lived owned item, carried on the balance sheet rather than expensed at purchase.
• Asset register — the single list of those assets (the module’s landing tab is titled “Fixed Assets”); each carries an asset tag (its unique reference).
• Capitalization — putting an asset on the books at its acquisition value, posting an accounting entry; salvage value is its expected end-of-life worth.
• Depreciation — spreading the value across the asset’s useful life as an expense; net book value is acquisition value minus depreciation accumulated so far.
• Preventive maintenance — recurring servicing on a plan; a work order is the tracked job to service or repair an asset, worked through engineer visits.
• Calibration — checking an instrument against a known standard; metrological traceability chains that check to a recognised reference.
• AMC / CMC / Warranty — service contracts: Annual Maintenance Contract, Comprehensive Maintenance Contract (parts included), and manufacturer warranty; an SLA is the response/resolution time the contract guarantees.
• Downtime — any spell an asset is out of service (the availability ledger).
• Disposal — retiring an asset off the books at end of life, booking the gain or loss.
• Repairs & Maintenance — the expense account repair and calibration costs hit; prepaid maintenance — the asset account a contract’s value is booked to.
• Biomedical device — an integrated instrument managed live by Veona Connect; it can be linked to its fixed asset.

Who uses it

Separation of duties is the asset analogue of order-versus-fulfil — the operational lead runs the equipment, but retiring it off the books is a controllership decision:

• Asset Manager — the operational/biomedical lead. Registers and edits assets, owns the whole maintenance lifecycle (PM schedules, work orders and visits, calibration records, AMC/warranty contracts, downtime), runs depreciation, and edits the module settings. Cannot dispose an asset.
• Finance Manager — the controller. Everything the asset manager can do plus disposal (the General-Ledger-impacting retirement).
• Accountant — the GL bench. Registers assets, runs depreciation (the posting is their journal), and reads everything. No maintenance ownership, no disposal.
• Auditor — read-only across the entire asset and maintenance surface.

The Administrator holds every assets permission. The biomedical engineer and facilities manager are typically granted the Asset Manager role.

Editions

Assets & Maintenance is a paid, non-clinical SKU — it is not a free always-on module and it is not auto-entailed from any clinical module. It is sold standalone and is bundled into the Veona Enterprise edition (the ERP super-bundle). If a facility’s edition does not entitle Assets, the Assets group does not appear in the left rail and the module is unavailable.

Screens

The Assets & Maintenance work surfaces live under the Assets left-rail group:

Screen	What it is for
Asset Register	The landing tab, titled “Fixed Assets” — the capitalised register, KPI tiles, register/capitalise/dispose, and per-asset depreciation schedule.
Maintenance	Two sub-tabs: PM Schedules (recurring preventive plans) and Work Orders (jobs with priority, SLA and engineer visits).
Calibration	The calibration register — results, standards, certificates and re-calibration due dates.
Contracts & AMC	AMC, CMC and warranty cover with SLA terms, value and expiry tracking.
Downtime	The availability ledger — open and close out-of-service episodes.
Settings	Per-facility automation: auto-generate work orders on PM due, the monthly depreciation toggle, and default reminder lead days.

The financial register is also surfaced read-only to Finance at Finance & Ledger → Fixed Assets — see The Finance fixed-asset view. Asset, work-order, calibration and contract detail open on row-click, not from a standalone tab.

What posts to the ledger

Assets & Maintenance posts heavily — it is not an operational-only module. The entries, in Dr (debit) / Cr (credit) terms:

Event	Posting
Capitalisation (register / from device)	Dr Fixed-Asset / Cr Accounts Payable (party = supplier), Cash, or Bank. Source None posts no funding leg (value already on the books).
Procurement equipment → asset bridge	Dr Fixed-Asset / Cr Stock-in-Hand (value moves off inventory onto the balance sheet).
Depreciation run (per period)	Dr Depreciation Expense / Cr Accumulated Depreciation. Flips the asset to Fully Depreciated when net book value reaches salvage.
Work order completed	Dr Repairs & Maintenance / Cr Cash for labour + parts. Also auto-closes any linked downtime episode.
Calibration fee	Dr Repairs & Maintenance / Cr Cash (a zero fee posts nothing).
AMC / contract commitment	Dr Prepaid Maintenance / Cr Accounts Payable (party = supplier) or Cr Cash.
Downtime	No General Ledger entry — operational availability only.
Disposal	Reverses accumulated depreciation, credits the asset at gross, debits Cash for proceeds, and books the gain/loss = proceeds − net book value.

Caution

Honest limits to keep in mind:

• GL posts are best-effort. If the relevant Finance accounts are not mapped, capitalisation, depreciation, work-order and calibration entries silently skip (the asset/record is still saved). The exception is disposal, which hard-errors when its accounts are missing rather than losing the entry. Map accounts in Finance & Ledger → Settings.
• Maintenance and calibration costs credit Cash directly — they are not aged to a vendor’s payable.
• An AMC’s value is booked to prepaid maintenance, but the monthly job that would amortise it into expense over the contract term is not built yet — there is no automatic month-by-month AMC expense recognition.
• PM auto-work-order generation and monthly depreciation posting are setting-gated background jobs, not on-screen buttons (the manual “Run Depreciation” button is the one exception).
• Uploading a signed-contract document is not yet exposed in the UI.

Connect and procurement links

A Connect device can be capitalised directly into a fixed asset (Capitalize From Device), which links the live instrument to its book value so the fleet console drills straight to it; a device already capitalised cannot be capitalised again. Equipment received through procurement bridges into a fixed asset on the same stock-to-fixed-asset reclass. See Capitalize A Connect Device Into An Asset and the Connect module reference.

Configure Assets Automation

Settings is where the Asset Manager sets the module’s automation for the facility, in two areas:

• Maintenance — whether a due preventive-maintenance schedule auto-generates a work order, and the reminder lead days (the day bands ahead of a due or expiry date at which reminders fire, for example 30,7,1).
• Depreciation — whether the monthly depreciation run posts automatically each period, and the default depreciation method (straight-line or written-down value) applied when an asset is capitalised without one specified.

You can also add your own custom fields to asset records here. These settings drive the background jobs described above — the on-screen Run Depreciation button stays available whatever the monthly toggle is set to.