Fixed Assets and Capitalization

DirectPort can turn qualifying purchase invoice lines into fixed assets and spread their cost over time through monthly depreciation. Use this guide when you buy equipment, fit-outs, or other long-lived assets that should not hit expenditure all at once.

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What this feature does

• Capitalize an incoming purchase invoice line into a fixed asset
• Track the asset on a dedicated Fixed Assets page
• Show the asset's cost lines and depreciation schedule
• Replace the original capitalized invoice cost in analytics with depreciation over time

Typical examples

Forklifts, onboard equipment, terminal equipment, office fit-outs, and similar purchases with a useful life beyond the current month.

Before you start

The line can only be capitalized when:

• the invoice is an incoming invoice
• the invoice status is Approved or Posted
• the invoice is not deleted
• the line has a positive amount
• the invoice currency is EUR
• you are not editing the invoice

How to capitalize an invoice line

1. Open the purchase invoice

Go to the invoice in read-only mode. Capitalization actions only appear after the invoice has been saved.

2. Open the line action menu

On the relevant invoice line, open the action menu and choose Capitalize as fixed asset.

3. Choose where the cost should go

You can either:

• attach the line to an existing active fixed asset
• create a new fixed asset from the line

When creating a new asset, fill in:

• Name
• Useful life (months)
• In service date

DirectPort will also copy the line's project and account onto the new asset when available.

4. Confirm capitalization

After saving:

• the invoice line is linked to the fixed asset
• the asset's original cost is updated from its cost lines
• the asset becomes visible in Financial > Fixed Assets

Working with fixed assets

Fixed asset list

The list shows:

• reference
• name
• status
• in-service date
• total cost
• monthly depreciation

Fixed asset detail page

Each asset shows:

• asset details
• linked cost lines
• a monthly depreciation schedule

You can also soft-delete or restore an asset from the detail page.

How depreciation appears in analytics

After a line is capitalized:

• the original purchase line is no longer treated as direct expenditure in the fixed-asset analytics flow
• monthly depreciation is shown instead

This helps distribute the cost across the periods in which the asset is used.

Current limitations

• Capitalization currently supports EUR invoices only
• One invoice line can only be capitalized once
• Manual assets created from Add Asset are best used for asset setup and review; the actual cost basis comes from linked cost lines

Troubleshooting

I cannot see the capitalization action

Check that the invoice:

• is incoming
• is approved or posted
• has saved invoice lines
• is not currently in edit mode

The line says it is already capitalized

An invoice line can only be linked to one fixed asset. Open the linked asset from the line action menu if you need to review it.

I need to undo capitalization

Use Remove capitalization from the line action menu. This removes the cost-line link from the asset.