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The depreciation calculator turns planned or existing fixed assets into monthly depreciation budget items. You can add several assets to one schedule and also record the purchase itself in the budget.

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Before you start

  • Open a report with the budget you want to save to. The calculator saves to the budget the table is showing
  • Your organization needs a depreciation budget item type with a default account. To record purchases too, it also needs a fixed asset budget item type with a default account. Without it, the purchase option is hidden

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Open the calculator

  1. On a report, click Actions.
  2. Choose Add > Depreciation….
The Depreciation window opens on the Assets tab.

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Enter the assets

Fill in the fields for Asset 1:
  • Asset ID: a short identifier, unique within the schedule
  • Asset name
  • Method:
    • Straight-line: the same depreciation every month
    • Declining balance: a fixed percentage of the remaining book value. Enter the Declining rate as an annual percentage, for example 25 for 25 % per year. Caleido switches to straight-line when that gives a larger charge, so the asset reaches its salvage value at the end of its life
    • Sum-of-years-digits: larger depreciation in the early years, decreasing each year
  • Purchase price: the net amount without deductible VAT, less any investment grants
  • Salvage value: the value left at the end of the useful life. The default is 0
  • Useful life (months): from 1 to 480 months
  • Pro-rate convention: Full month. Depreciation starts from the month the asset is taken into use
  • Purchase date
  • In-service date: when depreciation starts. Leave it empty to use the purchase date
Turn on Also record the purchase in the budget to add a one-time purchase entry on the purchase date. This puts the investment and its cash outflow in the budget alongside the depreciation. It is off by default, because many plans only need the depreciation. Click Add asset to add more assets. The combined useful life of all assets in one schedule can be at most 2,000 months.

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Calculate and save

  1. Click Calculate schedule. The summary shows the number of assets, Total purchase, Total depreciation, Total salvage and the number of periods, followed by the schedule for each asset.
  2. Optional: click Export CSV or Export PDF to keep a copy.
  3. Click Save to budget.
Caleido creates one budget item for each month of depreciation per asset, plus the purchase entries you chose, and opens them in the list view so you can check them.
The saved budget items are ordinary budget items. To change a schedule later, edit or delete the budget items and save a new schedule if needed. See Edit budget items.