--- title: "Asset Actions" slug: "asset-actions" description: "Perform actions on fixed assets in R365: place in service, dispose, transfer, or retire assets from the asset record." updated: 2026-09-09T17:31:59Z published: 2026-09-09T17:31:59Z canonical: "docs.restaurant365.com/asset-actions" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Asset Actions This article is part of the Fixed Assets module training. Learn more about the [Fixed Assets module](/doc/docs/fixed-assets-overview-security) and the [Asset record](/doc/docs/fixed-assets-asset-record), where these actions can be performed. The Asset **Actions** menu appears after an Asset draft has been saved for the first time. Action options vary depending on the status of the Asset and include the following actions: [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-combined.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-combined.png) --- ### Duplicate Available on all statuses. The **Duplicate** action creates a modified copy of the Asset in a new tab, which has a generated number value aggregated as if the user had selected to create a new Asset. The user can then make any necessary changes and save the new Asset under an updated name. --- ### Split Available on **Draft** and **CIP** Assets. The **Split** action splits a single Asset into two separate Assets. Upon selecting **Split**, the Split prompt opens, where the user can review expenses related to the Asset, then enter the second Asset's name and cost. - - Clicking **Split** will save the Split, update the **Current Cost** of the first Asset, and close the prompt. - Clicking **Split And Open** will save the Split, update the **Current Cost** of the first Asset, and open the second Asset record, where the **Cost** amount will be the **Current Cost**. - **Cancel** closes the Split prompt without performing any actions. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-split-prompt.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-split-prompt.png) --- ### Begin Construction Available on **Draft** Assets. The **Begin Construction** action updates the status of an Asset from **Draft** to **CIP**. - When selected, the **Construction in Progress** prompt will appear, where the user must select the Credit Accounts to offset the Debit to the CIP Account. Refer to [CIP & Active Offset Accounts](/doc/docs/cip-active-credit-offset-accounts) for more information on which account to select. - Once the selection has been made, click **OK** and the Asset status changes to **CIP**. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-place-in-con-prompt.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-place-in-con-prompt.png) --- ### Place in Service Available on **Draft** and **CIP** Assets. The **Place in Service** action updates the status of an Asset from **Draft** or **CIP** to **Active**. - If moving from **Draft** directly to **Active**, the **Place in Service** prompt will appear, where the user must select the Credit Accounts to offset the Debit to the Asset Account. Refer to [CIP & Active Offset Accounts](/doc/docs/cip-active-credit-offset-accounts) for more information on which account to select. - If moving from **CIP** to **Active**, the Credit Account was already selected when the asset moved from **Draft** to **CIP**. - Once the selection has been made, click **OK** and the Asset status changes to **Active**. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-place-in-ser-prompt-1.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-place-in-ser-prompt-1.png) --- ### Depreciate Available on **Active** Assets. The **Depreciate** action opens the Depreciation form to post (or preview) depreciation for the Asset. Refer to the [Depreciation Form](/doc/docs/fixed-assets-depreciation-form) training for more information. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12041933361/original/Xvlv-lxKrhbO6Bd6k1jlUD-9BTTD83onAg?1539297310) --- ### Asset Disposal Available on **Active** and **Active Fully Dep.** Assets. The **Asset Disposal** action records the disposal (and sale) of an Asset and moves the Asset to **Retired** status. - When selected, the **Asset Disposal** prompt will appear, where the user must select the **Disposal Date**. If the Asset was sold, click the **Yes** toggle to enter the **Amount** and **Account** of the sale. The Amount value is recorded in the Account on the final Depreciation Journal Entry used to retire the Asset. [![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f7a552bc-fc50-4df2-8444-b2392a547a02.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-disposal-sale-prompt.png) - When each required field has been updated, click **Process Disposal** to open the **Confirmation** prompt. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-disposal-no-sale-prompt-confirm.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-disposal-no-sale-prompt-confirm.png) When an Asset is disposed with a sale, the final Depreciation Journal Entry debits Accumulated Depreciation for the Asset's accumulated depreciation, credits the Asset account for its original cost, and records any gain or loss on the sale to the Account selected during disposal. The gain or loss is the difference between the sale Amount and the Asset's net book value (cost minus accumulated depreciation) at the time of disposal: a sale Amount greater than the net book value produces a gain, and a sale Amount less than the net book value produces a loss. > [!TIP] > R365 recommends selecting a dedicated Gain/Loss on Disposal of Assets GL account as the disposal Account, and confirming that account is categorized correctly for Cash Flow reporting so the disposal is reflected accurately on the Cash Flow Statement. Removing the Asset's cost and accumulated depreciation reduces its net book value to zero on the balance sheet as of the Disposal Date. --- ### Partially Retire Available on **Active** and **Active Fully Dep.** Assets. The **Partially Retire** action records the partial retirement (and sale) of an Asset and moves the Asset to **Retired** status. - When selected, the **Partial Retirement** prompt will appear, where the user must select the **Partial Retirement Date** and enter the amount (of the remaining Current Cost) to partially retire. If the Asset was sold, click the **Yes** toggle to enter the **Amount** and **Account** of the sale. The Amount value is recorded in the account on the Depreciation Journal Entry used to partially retire the Asset. [![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6a82aa5d-d737-417d-93b5-5fee986c3ff0.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-partial-ret-sale-prompt.png) - When each required field has been updated, click **Partially Retire** to open the **Confirmation** prompt. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-partial-ret-sale-prompt-confirm.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-partial-ret-sale-prompt-confirm.png) When a Partial Retirement is processed, the Depreciation Journal Entry debits Accumulated Depreciation for the portion of accumulated depreciation attributable to the retired amount, credits the Asset account for the retired portion of the Acquisition Cost, and records any gain or loss to the asset's configured Gain/Loss on Sale account. Accumulated Depreciation and Salvage Value are both reduced proportionally to the reduction in Acquisition Cost, so Life-to-Date Depreciation never exceeds the asset's new, lower Cost Basis, including for assets that are already fully depreciated. The asset's remaining depreciation schedule recalculates based on the reduced Acquisition Cost, Accumulated Depreciation, and Salvage Value. > [!NOTE] > If a Partial Retirement amount would leave Life-to-Date Depreciation greater than the asset's new Cost Basis, the system does not process the retirement. Partially retiring an asset also reduces its **Salvage Value** *proportionally* to the retired percentage of **Acquisition Cost**, whether or not the asset is fully depreciated. Undoing a Partial Retirement restores the asset's original Salvage Value exactly. --- ### Location Transfer Available on **Active** and **Active Fully Dep.** Assets. The **Location Transfer** action transfers the Asset record from one location to another. When selected, the **Asset Location Transfer** prompt will appear. For all Location Transfers, the user must select the **New Location**, then enter the **Transfer Date**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4e7f1e6b-972f-4050-8b31-917848d20df7.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **If a sale is **not** associated with the Location Transfer:** Select the appropriate Credit Account to offset the debit to the new location's Asset Account, then click **Process Transfer** to complete the Location Transfer. **If a sale **is** associated with the Location Transfer:** Change the **Is there a sale associated with the transfer of this asset?** toggle to **Yes**. The **Asset Location Transfer** prompt will update with new fields. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9a6e7f33-38b8-4eca-8b4d-07cba2786b9e.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) > The next steps depend on whether the existing Asset needs to be retired. If the existing Asset is not being retired, the Location Transfer can be completed in the Location Transfer prompt. However, if the current Asset is being retired, the current Asset needs to be disposed and a new Asset created. **If the current Asset is **not** being retired:** 1. Enter the **Sale Amount.** 2. Select the appropriate **Account** to associate with the sale. The Sale Amount value will be recorded in this Account on the final Depreciation Journal Entry for the Asset. 3. Select the **appropriate Credit Account** to offset the debit to the new Location's Asset Account. 4. Click **Process Transfer** to complete the Location Transfer. **If the current Asset **is** being retired:** The following instructions are for when the retirement of the Asset for the original location and the acquisition of the Asset for the new location need to be recorded. **1) Click **Cancel** to exit the Location Transfer prompt.** **2) Click **Action**, then **Asset Disposal**.** The Asset Disposal prompt opens. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a8fd84f7-b46a-49bc-b40f-8bbe75bc161f.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **3) Enter the **Disposal Date**, select whether or not there was a sale associated with the Asset disposal, then click **Process Disposal**.** Learn more about [Asset Disposal](/docs/asset-actions#asset-disposal) above. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/80e385c3-0587-453f-adb5-59a660a4b112.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **4) Open the **Create** menu, then select **Asset**.** Now that the asset is disposed of for the original location, create a new asset for the receiving location. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HKANCJJB.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **5) Enter all of the Asset information on the new [Asset record](/doc/docs/fixed-assets-asset-record).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/639c0335-d6c1-4c84-b46a-b48f0c920db6.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) > [!WARNING] > The Acquisition Date should be the same as the Disposal Date that was used, and the Acquisition Cost should be the same as the Sale Amount. **6) On the **Books** tab, confirm that the Depreciation Method, Convention, and Effective Life are correct before saving the asset.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b78641ab-83db-429c-b6c8-9e213d16ba94.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **7) Click **Save**, then select **Save** to save without closing.** The Action button then appears. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2a4e2a39-f2e6-4c78-9404-6023e9554410.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **8) Click **Action**, then select **Place in Service** to place the new asset into service.** Learn more about the [Place in Service action](/docs/asset-actions#place-in-service) above. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/348714bd-873e-42de-9197-a97e6a7493bb.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) **9) Select the bank account that provided the funds for the purchase of this asset.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/322b9bd6-6d88-4eb4-9a07-fd62efa58692.png?sv=2026-02-06&spr=https&st=2026-11-06T22%3A23%3A07Z&se=2026-11-06T23%3A23%3A07Z&sr=c&sp=r&sig=YhRDkzJOZbvqhxR%2FiXyPNx%2B20TjQipSWjfq%2FZ4hKX6w%3D) > [!WARNING] > **No Entry** should **not** be selected in this case. **10) Select **OK**.** The location transfer is now complete and reflected for reporting purposes. --- ### Depreciation Report Available on **Active**, **Active Fully Dep.**, and **Retired** Assets. The **Depreciation Report** action opens the Depreciation Report for the Asset. - When selected, the Depreciation Posting report will open in a new tab. This is the same report that loads from the Depreciation form. The report breaks out depreciation totals by Asset Class and Assets within the class. When run from the **Action** menu, only this Asset is included in the report. To view the report with multiple Assets, run it from the Depreciation form. > [!NOTE] > The report parameters can be updated to view either **Unposted** depreciation or **Posted** depreciation. --- ### Undo Retirement Available on **Retired** Assets only. The **Undo Retirement** action reverses the **Asset Disposal** action. To undo a Partial Retirement, the Asset must first be fully retired, then **Undo Retirement** can be used for the full amount. - When selected, the **Undo Retirement Confirmation** prompt will appear, where the user can select **Yes** or **Cancel**. - When **Yes** is clicked, the Asset retirement is undone and the Asset status changes from **Retired** to **Active**. Any remaining depreciation postings are regenerated on the **Postings** tab. [![](http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-undo-ret.png)](/doc/docs/http://restaurant365training.com/wp-content/uploads/2018/01/fa-asset-actions-undo-ret.png) Return to the [Asset record](/doc/docs/fixed-assets-asset-record) training page. Financial account used to record specific transactions in the general ledger. Financial statement showing assets, liabilities, and equity at a specific point in time.